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SummitOS™
Practice Planning Tool

Match patient demand, team capacity, and payroll

Provider & Staffing Capacity

Estimate what the planned team can sustainably support, which role becomes constrained first, and whether projected collections can carry the full employer cost.

✓Provider and support-team capacity
✓Required staffing compared with planned FTEs
✓Payroll affordability and the next likely bottleneck

What patient volume must the team be ready to support?

Start with completed visits—not appointments placed on the schedule. Then add the growth you realistically expect over the planning period so the team is built for the volume that is coming, not only the volume seen today.

Patient demand

Completed visits
visits
%

Use zero if planning only for today’s volume.

%

Provider team and sustainable schedule

FTE = one full-time equivalent
days

Exclude non-clinical time, leave, and administrative days.

visits
visits
%

Allows for ramp, open slots, leave, and normal schedule variation.

Provider time is only one part of capacity. A provider may have open appointment slots while the practice is constrained by rooming, phones, prior authorizations, checkout, billing, or management workload.

How is the team expected to support that volume?

Enter the FTEs you plan to have in place, the practical monthly workload each FTE can handle, and the annual compensation you expect to pay. The starting assumptions are examples only and should be replaced with local wage, workflow, specialty, and experience information.

Provider compensation

?

Annual compensation before the employer-cost percentage entered on the next screen.

$
$

Clinical support

?

Capacity should reflect all clinical work—not only the number of patients one person can room.

visits
$

Patient access and front desk

?

A highly centralized call center or automated intake workflow may change this capacity materially.

visits
$

Billing and revenue-cycle work

?

Enter zero in-house FTEs when the work is fully outsourced, then enter the vendor-supported volume.

visits
$
visits
$

Practice operations and management

?

Small practices often distribute management work across an owner, lead employee, and outside partners. Enter the combined FTE equivalent.

providers
$

Can projected collections safely carry the proposed team?

Base wages are not the full employer cost. This screen adds payroll taxes and benefits, then tests whether collections can cover staffing, non-staff overhead, outsourced support, debt, and a planning cushion.

Collections generated by the planned volume

Use cash collections—not charges
$
$

Include only revenue not already reflected in the visit average.

%

Examples may include percentage-based RCM or merchant costs.

True employer and operating obligations

Monthly unless noted
%
$

Rent, insurance, technology, supplies, professional services, logistics, and similar costs.

$
$
%

Creates room for normal misses in cost, volume, and collection assumptions.

%

This is a planning alert—not a clinical or legal staffing standard.

Do not wait for a role to reach 100% on paper before starting recruitment. Hiring, credentialing, training, and workflow integration take time, and average capacity does not capture daily peaks, leave, turnover, or unusually complex patients.

Review the assumptions

Confirm the projected completed visits, provider schedule, support-team model, compensation, and financial assumptions. The results identify operational constraints and affordability separately because a role can be necessary before the practice has enough collections to pay for it.

Your provider and staffing capacity

The result reflects the assumptions entered above.

Projected completed visits0 / monthAfter the entered 12-month growth assumption
Usable team capacity0 / monthLimited by the first operational bottleneck
Loaded staffing cost$0 / monthCompensation plus entered employer-cost percentage
Cash after planning cushion$0 / monthAfter entered operating obligations
Capacity areaPlanned resourcesModeled needMonthly capacityUtilizationStatusLoaded monthly cost
Important: This educational planning tool provides estimates based solely on user-entered assumptions and a simplified capacity and affordability model. It is not a staffing plan, clinical-workflow standard, patient-safety determination, compensation survey, employment decision, budget, pro forma, reimbursement analysis, or legal, tax, accounting, human-resources, clinical, or lending advice. Appropriate staffing, supervision, scope of practice, wage and hour treatment, worker classification, benefits, compensation, and workload depend on specialty, services, technology, patient complexity, state and federal law, payer requirements, facility design, and actual workflows. FTE capacity assumptions are not legal or clinical minimums. Verify all assumptions with qualified legal, accounting, human-resources, clinical, reimbursement, and operational advisors before acting. Do not enter protected health information or other confidential information.
Planning references: BLS Occupational Employment and Wage Statistics · IRS Employment Taxes · SBA Hire and Manage Employees