Clinic schedule occupancy rate calculator
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A full schedule in your head and an empty one on paper is common. The occupancy rate puts the truth in a percentage: of the hours you left open, how many were sold? The calculator shows occupancy, free hours and what they represent in revenue.
Your data stays in your browser. The starting values are a hypothetical example.
What does each field mean?
| Field | What to enter |
|---|---|
| Open schedule hours per week | Hours when you make appointments available. |
| Hours with a patient seen per week | Hours actually occupied by patients who showed up. |
| Average revenue per hour seen | Revenue divided by the hours seen. |
How is the calculation done?
- Occupancy rate = hours seen ÷ open hours.
- Free hours = open hours minus hours seen.
- Weekly revenue = hours seen × revenue per hour.
- Revenue from free hours per month = free hours × revenue per hour × 4.33 weeks.
Worked hypothetical example
Hypothetical example: 40 open hours, 26 seen, revenue of R$ 350.00 per hour.
| Step | Calculation | Result |
|---|---|---|
| Occupancy | 26 ÷ 40 | 65% |
| Free hours per week | 40 minus 26 | 14 |
| Weekly revenue | 26 × 350 | R$ 9,100.00 |
| Revenue from free hours per month | 14 × 350 × 4.33 | R$ 21,217.00 |
| Revenue if fully booked | 40 × 350 × 4.33 | R$ 60,620.00 |
These numbers are the theoretical ceiling: not every free hour will be sold, and 100% occupancy is not desirable. But they show the size of the opportunity.
How do you use the result?
Compare occupancy with the schedule capacity and with the clinical hour value, which changes with occupancy. To set the goal, use the patients per month goal, and to reactivate patients, see follow-up and loyalty.
Frequently asked questions
What is the schedule occupancy rate?
It is the proportion of open schedule hours that were actually sold and attended.
What is the ideal occupancy?
It is not 100%. Without slack, delays and squeezed-in patients throw the day off. Each clinic defines its comfortable range by looking at its own history.
How do you fill free slots without lowering prices?
By reactivating patients whose follow-up is overdue, offering assessments at specific times and confirming appointments to reduce no-shows.