Calculators
Therapy Caseload Capacity Calculator
Calculate how many therapy clients a clinician can sustainably carry from available hours, session length, admin time and visit frequency.
- 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
- Setting caseload expectations
- Group practice staffing
- Clinician wellbeing planning
- Productivity standards
About this tool
What the Therapy Caseload Capacity Calculator does
A sustainable caseload balances client sessions with documentation, supervision and rest. Working back from available weekly hours, session length and the admin time each session needs gives the number of sessions possible, and visit frequency turns that into an active caseload.
Formula
- Available minutes = (working hours − other commitments) × 60
- Sessions = available minutes ÷ (session + admin)
- Caseload = sessions ÷ visits per client per week
Worked example
Using the starting values in the calculator above:
| Input | Value |
|---|---|
| Working hours per week | 38 |
| Session length | 53 minutes |
| Notes and admin per session | 15 minutes |
| Other weekly commitments (supervision, meetings) | 4 hours |
| Average sessions per client per week | 0.8 |
| Expected cancellations | 10% |
| Result | Value |
|---|---|
| Sustainable active caseload | 37 |
| Sessions per week | 30 |
| Bookings to schedule allowing for cancellations | 33 |
| Direct client hours | 26.5 |
How to read the result
Plan for the documentation time you actually need; under-planning admin is a common cause of burnout.
Overbooking slightly for cancellations works only if you are prepared for the weeks when everyone attends.
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Questions
Questions about this tool
The things clients actually want to know — costs, timelines, ownership and what happens after launch.
Many full-time therapists see 20 to 30 sessions a week.
In the US, 53 minutes or more qualifies for the longest standard psychotherapy code.
Caseload counts active clients; some attend weekly, others less often.
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