Front-desk staffing calculator
Compare your front desk's weekly workload, from your own call and patient volumes and minutes per task, with the staff hours you have.
Your numbers
All calls that reach the front desk, answered or not, if you plan to answer them all.
Include any notes or booking done right after the call.
Confirmations, recall, callbacks, insurance calls.
Include voicemails left.
Every patient checked in.
Check-in, check-out, payment and booking the next visit, added together.
Insurance checks, claims, emails, texts, filing: anything not counted above.
Paid front-desk hours for all staff, minus breaks, meetings and other duties.
Used only to turn weekly hours into yearly and monthly ones.
Your estimate
Fill in all fields to see your estimate.
You will see:
- Your weekly front-desk workload in hours
- How much of your available hours it uses
- Hours short or spare, per week, month and year
Assumptions
- Minutes per call and per visit are your own averages. Timing a sample of real calls and check-ins gives better numbers than guessing.
- The week entered is typical. Busy seasons and short weeks will differ.
- Every incoming call is counted as work, so the result shows the hours needed to answer all of them.
- Spare hours are not the same as idle time: work not entered above still uses them.
- The calculator does not say how many people to hire. Hours short can be met in many ways (more hours, fewer tasks, different tools).
- Nothing is pre-filled because we found no reliable published figure for these numbers. The example numbers are illustrative, not benchmarks.
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