Record direct and indirect work, compare it with entered paid time, and review explicitly reported work outside paid hours.
How to use this tool
Use this therapist workload worksheet to explore aggregate direct care, documentation, other duties and outside-hours work.
Enter one clinician’s available weekly paid hours and the scenario paid hours and workload percentage.
Add that fictional clinician’s duty entries for the observed week, keeping direct care, documentation and other duties distinct.
Compare recorded time with the assumptions and download the report.
Fictional example and how to read the result
Six hours of sessions plus two hours of documentation totals eight recorded hours of work. Documentation is work even when it occurs outside scheduled time.
The worksheet summarizes entered work. It is not a staffing standard, employment-law conclusion or burnout assessment.
Make the full observed week visible
Use one anonymous clinician and one observed week. The fictional example contains direct care and the work that supports it. It is not a staffing recommendation.
Outside-hours minutes are an explicit subset of each recorded entry. Workload above available paid hours is a separate comparison and can differ from reported outside-hours time.
Choose per occurrence for repeated activities, or total for a measured category total.
Record overlapping work once; optional day/start fields can highlight continuous-entry overlaps.
Use a group session’s clinician time once. A scenario changes the baseline percentage and available hours without overwriting observations.
Review the report with the team; no burnout assessment or safe staffing norm is generated.
What to enter in each field
Available paid hours for this observed week: Enter the available paid hours for one clinician’s observed week, from 0 to 168. Compare this with all recorded duties, not only appointments.
Scenario available paid hours: Enter paid hours to test in a hypothetical week, from 0 to 168. This changes the scenario comparison without changing baseline records.
Scenario workload as % of baseline: Enter workload as a percentage of recorded baseline: 100 keeps it unchanged, 80 models 20% less, and 120 models 20% more. This is an assumption, not a demand forecast.
Activity category: Use a consistent duty category such as visits, documentation or administration. Group-session time counts once for the clinician.
Activity: Describe one duty or continuous activity anonymously. Avoid duplicating the same minutes under multiple categories.
Time mode: Per occurrence multiplies time by occurrences. Total uses the entered time once. Optional start times work only for a single continuous total-time activity.
Occurrences (per-occurrence mode only): For per-occurrence mode, enter a whole count such as 8 visits. Leave blank in total mode; it is ignored there. Zero means a recorded count of none.
Time per occurrence or total: In per-occurrence mode enter time for one occurrence; in total mode enter the total time for this row. Use the selected unit, for example 30 minutes or 0.5 hours.
Time unit: Choose minutes or hours for the time field. Outside-paid-hours values always remain minutes regardless of this setting.
Minutes outside paid hours: Enter actual minutes of this activity outside paid hours; enter 0 when none. It cannot exceed row total time and is never inferred from workload above capacity.
Optional day: Optional: enter a consistent day label, such as Mon. Required with a start time so overlapping continuous activities can be flagged.
Optional continuous-activity start (HH:mm): Optional: enter a 24-hour start such as 09:00 for a continuous total-time activity and provide its day. Leave blank for aggregate duties; split activities crossing midnight.
Original fictional example and data fields
Use the editable blank CSV or local import to collect your own de-identified entries. The example below is fictional.
Therapist workload audit
Activity category
Activity
Time mode
Occurrences (per-occurrence mode only)
Time per occurrence or total
Time unit
Minutes outside paid hours
Optional day
Optional continuous-activity start (HH:mm)
Direct care
Individual visits
per occurrence
24
45
minutes
0
Direct care
Group visits (staff time once)
per occurrence
2
60
minutes
0
Documentation
Notes and reports
total
7
hours
90
Preparation
Activity preparation
total
4
hours
0
Coordination
Family and team coordination
total
3
hours
0
Travel
Community travel
total
2
hours
0
Supervision
Supervision and reflection
total
2
hours
0
Operations
Team administration
total
2
hours
0
Professional sources and permissions
Original worksheets and arithmetic support recording and planning. Follow the official publisher routes for standardized instruments.
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