Best therapy productivity calculator

Our Picks for the Best Therapy Productivity Calculator

Productivity as a therapist can be a huge headache, to say the least. Between transporting patients, cleaning up equipment, documentation, and managing your own bathroom breaks, keeping your productivity within your company’s required allowances (sometimes as high as 95%!) can be extremely tough.

At the astronomical percentage of 95%, an 8 hour day only allows for 24 minutes of “unproductive” time. The last thing you need to do during those 24 minutes is pull out a pen and paper and try to figure out when you need to be finished with work to stay at your productivity level.

There is a variety of therapy productivity calculators to help you out. Each one comes with different features and options, but which options will you need? Which therapy productivity calculator is the best option?

Before we discuss some good options for therapy productivity calculators, let’s see how these calculators figure out our productivity and how to do the math on our own.

Therapy Productivity Math

Let’s be honest, we’re therapists for a reason. Most of us shut down once someone starts rattling off numbers and calculations. If that’s you, don’t worry! You can still use any of the below productivity calculators without understanding the inner-workings.

The most fundamental calculation in therapy productivity is finding out how many minutes of unproductive time accompany the minutes of treatment time. The formula for that can be written as:

Minutes of Treatment ÷ (Productivity % x 100) = Total Minutes


Minutes of Treatment ÷ Total Minutes = Productivity % (x 100)

With this formula, we can figure out exactly how many minutes we will have to be on the clock to achieve a certain productivity (first formula) or what our productivity is based on our number of minutes on the clock (second formula).

This is a pretty straightforward formula, but things start to get more complicated as we begin to look at things like concurrent treatments and group times. When calculating productivity for time that includes concurrent treatment, each minute of concurrent treatment counts as half of a minute for productivity. Now, our formula looks like this:

(Minutes of Treatment + (Concurrent Minutes/2)) ÷ (Productivity % x 100) = Total Minutes

The same concept applied to group times, with the number of minutes of group being divided by the number of patients included in the group. Then, in a day with individual, concurrent, and group times our formula would look like this:

(Minutes of Treatment + (Concurrent Minutes/2) + (Group Minutes/Group Members) ÷ (Productivity % x 100) = Total Minutes

Confused yet? This is the kind of math that we would need to do just to figure out how many minutes we can be at work while still being productive. But how are we supposed to do all of these calculations while still working at peak efficiency?

best therapy productivity calculator

This is Where Therapy Productivity Calculators Come in

Of course, with a good productivity calculator, you don’t need to spend time thinking about the formulas and calculations that get your final number. Instead, there are a number of online tools that can quickly help you find out what you need. These calculators should meet the needs of just about anyone, regardless of what information you’re trying to find. Note: These productivity calculators are applicable for all therapy disciplines (OT, PT, and SLP).

Calculator Academy

This productivity calculator is a great, simple calculator that helps you calculate three things depending on what you leave blank. If you put in your number of treatment minutes and your number of minutes on the clock, it will show your productivity. If you leave the number of minutes on the clock blank and put in the number of treatment minutes and your productivity percentage, it will tell you how many minutes you can be on the clock. Finally, if you leave the number of treatment minutes blank and fill in the rest, then you can see how many minutes of treatment you can have.

Productivity Calc

This calculator covers similar information as the other productivity calculators, but adds the handy feature of start times and end times. This can be especially useful when you are running behind and don’t have time to do that extra math of minutes to hours and then hours from your start time.

OT Dude’s Rule of 8 Calculator

Instead of focusing on a therapy productivity percentage, this productivity calculator, created by an occupational therapist, focuses on the number of units billed using the Rule of 8’s, also known as the 8 Minute Rule. This can really take the stress and mental calculations away from figuring out how many units you have billed that day. If your facility calculates and monitors productivity through units, this is the calculator for you.

Some Parting Thoughts on Therapy Productivity

Therapy productivity is always a hot topic of discussion, especially lately. On the one hand, it is understandable for a facility to want to make sure that their therapists’ time is being spent wisely. However, this has led to some unreasonable standards being set for all therapists across the board. This can especially be a challenge when it comes to new grads. When you’re a new grad without experience, it can difficult to know what productivity expectations are reasonable and what expectations are completely unreasonable.

At the risk of losing their job, some therapists have decided to cut corners and utilize some unacceptable practices to keep their productivity numbers looking high. This can lead to a dangerous facility culture where fraud runs rampant and patient needs are put on the back burner. Fighting this culture can be difficult, but it can be done.

Having honest, frank discussions with management about productivity challenges can open the door for growth as a professional and as a company. If a manager, facility, or company refuses to be open-minded about these things, it may be time for you to look elsewhere. The only thing worse than running around all day trying to keep up with unrealistic productivity expectations is knowing that your best efforts are not appreciated.

We are currently working on a follow-up productivity article that will go more into our honest thoughts on this. We hope by discussing this aspect of therapy more, we can encourage more therapists to advocate for ethical therapy practices and appropriate productivity standards for all therapy disciplines. This will not only help us (and our job satisfaction), but helps our patients, their families and other colleagues as well.

This article was co-written by Michel Moninger, COTA/L and Sarah Stromsdorfer, OTR/L.

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