Medical Staff Scheduling Calculator

Staff requirements from patient volume and appointment types.

Number of providers

Patients per provider per day

Clinic hours per day

Clinic days per week

Avg appointment length (min)

PTO + sick days per year

MAs per provider

Front desk per provider

Avg hourly wage ($)

Tab to move between fields

MA FTEs needed

4.8

Total support FTEs (base)

12.2

Total daily patients88

Annual patient encounters22,880

Provider schedule utilization81.5%

Front desk FTEs needed2.4

Adjusted FTEs (with coverage)13.5

Support staff per provider3.05

Annual support labor cost$802,961

Labor cost per patient$35.09

Overtime risk23%

How to Use This Calculator

Enter Number of providers and Average patients per provider per day along with Clinic hours per day and Clinic days per week.
Set Avg appointment length (min) to include charting time; this determines Provider schedule utilization.
Enter PTO + sick days per year to calculate Adjusted FTEs (with coverage) — the true FTE headcount needed.
Input MAs per provider and Front desk per provider ratios (MGMA median ≈ 1.0–1.5 MAs) and Avg hourly wage.
Review MA FTEs needed and Total support FTEs to determine your current hiring position.
Check Overtime risk and Annual support labor cost to flag scheduling risks before they impact patient throughput.

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