Rex says
Money math without the spreadsheet headache. Plug in your numbers and I'll show you exactly where the dollars land.
Try a scenario
Click to load — tweak from there.Inputs
Result
Realistic annual revenue per therapist
$206,286
Effective visits per day
10.7
Net revenue per visit
$84.00
Theoretical max annual revenue
$234,416
Revenue lost to no-shows/cancellations
$28,130
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How to use this
- 1Enter scheduled patient-care hours per day (hrs).
- 2Enter minutes per visit slot (min).
- 3Enter billable units per visit.
- 4Enter average net reimbursement per unit ($).
- 5Enter concurrency multiplier (1 = 1:1 care).
- 6Enter working days per year.
- 7Enter no-show / cancellation rate (%).
- 8Read your realistic annual revenue per therapist on the right — it updates as you type.
- 9Hit Share to keep the scenario or send it to someone.
About this calculator
Physical therapy clinics are staffing-constrained businesses — revenue capacity is capped by how many patients each licensed therapist can see per hour, not by demand alone. This calculator converts scheduled hours, target units per hour (a PT typically bills 2-4 15-minute CPT units per visit under time-based codes), and average reimbursement per unit into visits per day, visits per week, and annual revenue capacity per therapist. It also compares that capacity against your current patient panel to show whether you're understaffed, overstaffed, or right-sized. Many clinics run 1:1 model (one therapist, one patient) while others run 2:1 or 3:1 concurrent care with aide support — this tool lets you set a concurrency multiplier to model either. The output is useful for hiring decisions: if a fully loaded therapist costs $95,000 a year in salary and benefits and this calculator shows they can generate $220,000 in collected revenue at full schedule, you have real margin to justify the hire, but only if you can actually fill the schedule with referrals. Cross-check the capacity number against your actual no-show rate, since a 15% no-show rate effectively removes that percentage of capacity from every projection.
Worked example
Using the values the calculator loads with:
Inputs
- Scheduled patient-care hours per day: 7 hrs
- Minutes per visit slot: 45 min
- Billable units per visit: 3
- Average net reimbursement per unit: 28 $
- Concurrency multiplier (1 = 1:1 care): 1.3
- Working days per year: 230
- No-show / cancellation rate: 12 %
Results
- Realistic annual revenue per therapist: $206,286
- Effective visits per day: 10.7
- Net revenue per visit: $84.00
- Theoretical max annual revenue: $234,416
- Revenue lost to no-shows/cancellations: $28,130
What each field means
Inputs
- Scheduled patient-care hours per day (hrs)
- The scheduled patient-care hours per day used in the calculation, measured in hrs. Starts at 7 hrs so you have a working example on load.
- Minutes per visit slot (min)
- The minutes per visit slot used in the calculation, measured in min. Starts at 45 min so you have a working example on load.
- Billable units per visit
- The billable units per visit used in the calculation. Starts at 3 so you have a working example on load.
- Average net reimbursement per unit ($)
- The average net reimbursement per unit used in the calculation, measured in $. Starts at 28 $ so you have a working example on load.
- Concurrency multiplier (1 = 1:1 care)
- The concurrency multiplier (1 = 1:1 care) used in the calculation. Starts at 1.3 so you have a working example on load. Accepted range: 1–3.
- Working days per year
- The working days per year used in the calculation. Starts at 230 so you have a working example on load.
- No-show / cancellation rate (%)
- The no-show / cancellation rate used in the calculation, measured in %. Starts at 12 % so you have a working example on load. Accepted range: 0–60 %.
Results
- Realistic annual revenue per therapist
- Returned as a money amount in US dollars and shown as the headline result. It recalculates instantly whenever you change an input, so you can compare scenarios without reloading.
- Effective visits per day
- Returned as a whole number. It recalculates instantly whenever you change an input, so you can compare scenarios without reloading.
- Net revenue per visit
- Returned as a money amount in US dollars. It recalculates instantly whenever you change an input, so you can compare scenarios without reloading.
- Theoretical max annual revenue
- Returned as a money amount in US dollars. It recalculates instantly whenever you change an input, so you can compare scenarios without reloading.
- Revenue lost to no-shows/cancellations
- Returned as a money amount in US dollars. It recalculates instantly whenever you change an input, so you can compare scenarios without reloading.
FAQ
What concurrency ratio is realistic for outpatient ortho PT?
Most cash-based and insurance-based outpatient ortho clinics run 1.2-1.5 concurrency with a PT aide handling modalities and exercise setup while the therapist moves between two patients. Pure 1:1 model drops this to 1.0. Going above 2.0 usually hurts outcomes and patient satisfaction scores.
How much does no-show rate actually cost a clinic?
A 15% no-show rate on a $220,000 capacity therapist removes roughly $33,000 in annual revenue with zero corresponding cost reduction, since the therapist and rent are still paid. Reminder calls, deposit policies, and overbooking by 10% in the schedule are the standard countermeasures.
Why use net reimbursement per unit instead of billed rate?
Billed rates are meaningless once contractual adjustments hit — Medicare pays roughly $25-32 per unit depending on locality, while commercial payers vary from $20 to $45. Use your actual EOB data averaged over the last quarter for an accurate number.
What salary-to-revenue ratio signals a good hire?
A common rule of thumb in outpatient PT is that fully loaded therapist compensation should run 30-40% of the revenue they generate. If this calculator shows a therapist generating under 2.5x their salary, the hire is marginal unless referral volume is expected to grow.
Accuracy and limitations
- Results are estimates before tax, fees, and inflation unless an input explicitly covers them.
- Rates are treated as fixed for the whole period — variable-rate products will drift from this projection.
- This is educational maths, not financial advice. Check anything contractual with the lender or your accountant.
Related tools
Cite this calculator
Writing about this topic? Grab a citation — every link helps keep these tools free.
RevenueLab. (2026). PT Clinic Visits Per Therapist Calculator. Retrieved from https://www.revenuelab.fyi/toolbox/pt-clinic-visits-per-therapist
<p>Source: <a href="https://www.revenuelab.fyi/toolbox/pt-clinic-visits-per-therapist" target="_blank" rel="noopener">PT Clinic Visits Per Therapist Calculator — RevenueLab</a> (2026).</p>
Source: [PT Clinic Visits Per Therapist Calculator — RevenueLab](https://www.revenuelab.fyi/toolbox/pt-clinic-visits-per-therapist) (2026).