Calculators
Physical Therapy Caseload Revenue Calculator
Calculate physical therapy visits, revenue per therapist and clinic revenue from caseload, visit frequency, reimbursement and cancellations.
- Runs in your browser
- Nothing uploaded
The tool
Enter your numbers below. Results update as you type, and nothing leaves your browser.
Everything you enter stays on your own machine. Nothing is sent to us or to anyone else, which you can confirm in your browser network tab.
What people use it for
- Clinic capacity planning
- Hiring decisions
- Budgeting
- Evaluating cancellation policies
About this tool
What the Physical Therapy Caseload Revenue Calculator does
A physical therapy clinic’s revenue depends on how many patients each therapist carries, how often they are seen, the cancellation rate and the average payment per visit. Comparing scheduled visits with capacity shows whether the clinic needs more therapists or more referrals.
Formula
- Scheduled visits = caseload × visits per week
- Attended = scheduled × (1 − cancellation rate)
- Revenue = attended × payment × 52 × therapists
Worked example
Using the starting values in the calculator above:
| Input | Value |
|---|---|
| Therapists | 4 |
| Active patients per therapist | 45 |
| Visits per patient per week | 2 |
| Cancellations and no-shows | 12% |
| Average payment per visit | $98.00 |
| Visit slots per therapist per week | 70 |
| Result | Value |
|---|---|
| Annual clinic revenue | $1,614,413 |
| Revenue per therapist per year | $403,603 |
| Visits per therapist per week | 79.2 |
| Schedule utilisation | 128.6% |
| Revenue lost to cancellations per year | $220,147 |
How to read the result
Cancellations are the most controllable revenue leak: reminders, clear policies and plan-of-care education reduce them.
Track plan-of-care completion; patients who drop out early hurt outcomes and revenue.
Related calculators
- Optometry Practice Revenue Calculator: Estimate optometry practice revenue from eye exams, optical capture rate, eyewear sales and contact lenses.
- Sliding Scale Fee Calculator: Calculate a sliding-scale session fee from a client’s household income and size, with minimum and full fees.
- Private Pay vs Insurance Panel Calculator: Compare a therapist’s income from private-pay clients and from insurance panels, allowing for reimbursement rates, billing costs and caseload.
- Therapy Caseload Capacity Calculator: Calculate how many therapy clients a clinician can sustainably carry from available hours, session length, admin time and visit frequency.
Browse every calculator in Healthcare Practice Calculators, or talk to us about healthcare websites and patient acquisition.
More tools and services
- 1031 Exchange Calculator
- 401(k) Contribution Optimizer
- 529 College Savings Calculator
- A/B Test Significance Calculator
- Accessible Ramp Calculator
- Accounts Payable Aging Calculator
If you would rather someone did this properly for you, we offer Web Design Services and Website Development, SEO Services: Search Engine Optimization, AI Automation Agency.
Questions
Questions about this tool
The things clients actually want to know — costs, timelines, ownership and what happens after launch.
Commonly 10 to 15 in outpatient settings, depending on model and payer requirements.
Many clinics see 10% to 15%; best performers stay below 10%.
The average payment received per attended visit across all payers.
Free strategy session
Let’s build something worth finding.
Tell us where you want the business to be in twelve months. We will come back with a costed plan, a realistic timeline, and the numbers we expect to move — no obligation, no jargon.
- 30-minute call, no pitch deck
- Fixed-price proposal in 48 hours
- You own everything we build
Talk to a developer
Not a sales team
- Response time
- Within 1 business hour
- Where we work
- UK, USA & the Gulf
- Contracts
- No lock-in, monthly rolling
- Working since
- 2023