Estimate the administrative hours in your therapy workweek.
Estimate notes, preparation, treatment planning, insurance work, and intake using your inputs and the assumptions below. Explore how changes could affect your time.
Read the method and example below, or open the free calculator with your email.
The model
How the calculator estimates administrative time.
Convert each line to hours and add them. The administrative share divides that total by your entered work hours. Session time itself is excluded from administrative hours.
Treatment planning, insurance, and intake use fixed allowances, not measured averages. The model applies them to every practice, including private-pay practices. They can overstate or understate your work. If estimated admin exceeds your entered work hours, review the inputs and allowances; the percentage is not capped at 100%.
Notes
Sessions × minutes per note ÷ 60
Hours from your input
Preparation
Sessions × minutes of prep ÷ 60
Hours from your input
Treatment planning
Sessions × 5 minutes
Flat allowance
Insurance work
Sessions × 4 minutes
Flat allowance
Intake
10% of weekly sessions, rounded up to whole intakes, × 36 minutes
Fixed model assumption
Worked example
25 sessions in a 40-hour week.
With 15 minutes per note and 10 minutes of preparation per session, the calculation is 375 minutes of notes + 250 of prep + 125 of treatment planning + 100 of insurance work + 108 for three estimated intakes. That totals 958 minutes, or 15.97 hours, approximately 40% of the entered week.
What does that mean for a session fee?
At $150 per 50-minute session, allocate 38.32 minutes of admin to each appointment. $150 × 60 ÷ 88.32 minutes is approximately $102 in gross revenue per working hour, before expenses, taxes, or payment adjustments. This is a time allocation, not missing revenue.
Annual figures assume 48 working weeks. The adjustable time-reduction scenario starts at 50% of all modeled admin time. This is a hypothetical assumption, not evidence of software savings. Time equivalents use 50-minute blocks, rounded down; extra appointments would also need admin time and demand. Calculations retain precision before display rounding.
Interpreting the result
A planning tool, not a burnout assessment.
The workload indicator is a custom rule-based score. Its weights and bands have not been clinically validated and do not estimate the probability of burnout. A lower score does not establish wellbeing. The WHO description of occupational burnout concerns exhaustion, distance from work, and professional efficacy; this calculator does not assess those dimensions.
See the score weights and data use
Sessions per week: 15–19 adds 5 points; 20–24 adds 12; 25–29 adds 20; 30 or more adds 30. Work hours: 40–44 adds 8; 45–49 adds 14; 50 or more adds 20. Rounded admin share: 20–29% adds 8; 30–39% adds 14; 40% or more adds 20. Note minutes: 10–14 adds 3; 15–19 adds 6; 20 or more adds 10. Experience: up to 2 years adds 10; 3–5 years adds 5. Self-care choices subtract 0, 3, 6, 9, or 12 points. The total is bounded from 0 to 100. Bands start at 0, 30, 50, and 70. Practice setting does not change the calculation; the session fee changes only the revenue-per-hour illustration.
When you calculate, the tool sends your email, workload inputs, and results to Therapy Companion for storage. The session fee and adjustable reduction percentage are not included in that submission. Review our privacy policy.
Use actual task timings to evaluate changes. Explore the clinical documentation workflow or book a workflow demo.
Check a note next.
Open the medical-necessity documentation checker