Therapy Caseload Calculator
Enter your weekly visits, workdays, average treatment minutes and documentation minutes per visit. You’ll see what that caseload means each day: visits, treatment time, note time and the productivity it implies for your paid hours.
By the Best Therapy Productivity Calculator team · Last updated October 2026
How the calculation works
- Visits per day = visits per week ÷ workdays
- Treatment minutes per day = visits per day × treatment minutes per visit
- Documentation per day = visits per day × documentation minutes per visit
- Implied productivity = treatment minutes ÷ paid minutes × 100
Worked example: home health PT
28 visits a week, 5 days, 45 treatment minutes per visit, 8 minutes of documentation per visit, 8 paid hours a day.
| Per day | |
|---|---|
| Visits | 5.6 |
| Treatment | 252 min |
| Documentation | about 45 min |
| Treatment + documentation | about 297 min (4 h 57 min) |
| Left for travel and everything else | about 183 min |
| Implied productivity (treatment ÷ 480) | 52.5% |
APTA’s 2016–2017 practice survey found a median of 28 visits per week for home care PTs, so 28 is a realistic full caseload. A low percentage like this is one reason home health agencies may measure visits or points instead of a percentage of paid time.
Planning a caseload around a target
Flip the question: how many visits fit at your target?
Visits per day = (paid minutes × target %) ÷ treatment minutes per visit
| Paid day | Target | Visit length | Visits that fit |
|---|---|---|---|
| 8 h | 80% | 45 min | 8.5 |
| 8 h | 85% | 45 min | 9.1 |
| 8 h | 85% | 30 min | 13.6 |
| 8 h | 75% | 60 min | 6 |
Frequently asked questions
How many patients should a therapist see per day?
It depends on visit length, setting and documentation load. APTA’s 2016–2017 survey found medians from 28 visits a week in home care to 44 in hospital outpatient and 51 in private outpatient practice.
Does documentation time belong in my caseload math?
Yes. A caseload that fits your treatment minutes but not your notes will push documentation into unpaid time.
What’s the difference between caseload and workload?
Caseload counts patients or visits. Workload adds everything else those patients require. In schools, AOTA, APTA and ASHA recommend workload. See school-based therapy workload.
Related: Documentation time calculator · Visits per hour calculator · Home health benchmarks