Provider Utilization & Revenue Capacity Calculator
One of the fastest ways to grow a clinic is not by hiring more staff—it's by filling the white space in your existing schedule.
This calculator helps you identify "Utilization Gaps": the difference between what your providers could bill and what they actually bill.
The "False Busy" Trap
Many clinic owners look at a schedule and see "full." But when you do the math, most clinics run at 65-70% utilization.
- Blocking off time for "admin" that never happens.
- Gaps between patients that are too small to book.
- Last-minute cancellations that don't get refilled.
Moving from 70% → 85% utilization is often worth $50,000+ per provider, per year.
How to Calculate Utilization
Step 1: Define Capacity
- hours available to book per week (excluding lunch/breaks)
- weeks worked per year (usually 48)
Step 2: Measure Actuals
- hours actually booked with billable patients
Formula: (Booked Hours ÷ Available Hours) × 100 = Utilization Rate %
Revenue Capacity Worksheet
Use this simple framework for each provider.
| Metric | Example Provider | Your Provider | | :--- | :--- | :--- | | A. Clinical Hours/Week | 32 hours | _______ | | B. Target Utilization | 85% (Industry Goal) | 85% | | C. Weekly Capacity (Hours) | 27.2 hours (32 × 0.85) | _______ | | D. Current Booked Hours | 22 hours | _______ | | E. The Gap (Hours) | 5.2 hours/week | _______ | | F. Avg. Revenue/Hour | $120/hr | $_______ | | G. Weekly Loss | $624 (5.2 × 120) | $_______ | | H. Annual Opportunity | $29,952 (× 48 weeks) | $_______ |
Red Flags in Utilization
🚩 The "90% Burnout" Zone
If a provider is consistently above 90% utilization:
- They have no time for notes (risk of compliance issues).
- They cannot fit in new assessments (stunting growth).
- Action: Hire a junior associate or increase their rates.
🚩 The "60% Comfort" Zone
If a provider hovers at 50-60% for months:
- They may be blocking off "fake" busy time.
- They lack a rebooking strategy for patients.
- Action: Audit their schedule blocks and provide "Plan of Care" training.
Optimizing Your Schedule
- Cluster Booking: Stack appointments back-to-back (don't let patients pick random times that leave 15-minute gaps).
- Waitlist Automation: Use Jane.app to automatically notify waitlisted patients when a slot opens.
- Forward Booking: Measure "Rebooking Rate" and train staff to book the next visit before the patient leaves.
Calculating Total Clinic Capacity
Don't just look at individuals. Sum this up for the whole clinic.
Example 5-Provider Clinic:
- Provider A Gap: $12k
- Provider B Gap: $30k
- Provider C Gap: $0 (Full)
- Provider D Gap: $15k
- Provider E Gap: $8k
- Total Annual Unlocked Revenue: $65,000
That is enough to hire a full-time Clinic Manager to handle marketing—which fills the gaps even faster.
Want this done automatically? Caretrics connects to your Jane.app schedule and builds live Utilization Maps for every provider. Start your free trial.
