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$802,961.00

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.

How the result changes with MAs per provider

Number of providers: Physicians and advanced practice providers on staff.
Patients per provider per day: Average daily patient encounters per provider.
Clinic hours per day: Hours the clinic is open for patient care.
Clinic days per week: Days per week the clinic operates.
Avg appointment length (min): Average appointment duration including charting time.
PTO + sick days per year: Average paid time off and sick days per staff member.
MAs per provider: Medical assistants per provider. MGMA median ≈ 1.0-1.5.
Front desk per provider: Reception/check-in staff per provider.
Avg hourly wage ($): Average base hourly wage for support staff.

Total daily patients: Combined patient volume across all providers.
Annual patient encounters: Projected yearly patient visits.
Provider schedule utilization: Percentage of available appointment time booked. >85% risks burnout.
MA FTEs needed: Medical assistant full-time equivalents required.
Front desk FTEs needed: Reception staff full-time equivalents required.
Total support FTEs (base): Total support staff FTEs before PTO coverage adjustment.
Adjusted FTEs (with coverage): FTEs needed including coverage for PTO and sick time.
Support staff per provider: FTE ratio of support staff to providers. MGMA median ≈ 3.5.
Annual support labor cost: Total annual cost including wages, benefits, and taxes.
Labor cost per patient: Support staff labor cost allocated per patient encounter.
Overtime risk: Likelihood of requiring overtime based on utilization levels.

Identify Input Parameters
4 parameters
Number of providers = 4, Patients per provider per day = 22, Clinic hours per day = 9, Clinic days per week = 5 = 9 input(s) provided
Calculate MA FTEs needed
MA FTEs needed = numProviders * maPerProvider
4.8 = 4.8
Calculate Total support FTEs
Total support FTEs = maFTEsNeeded + frontDeskFTEsNeeded + billingFTEsNeeded +
12.2 = 12.2
Calculate Total daily patients
Total daily patients = numProviders * avgPatientsPerProviderPerDay
88 = 88
Calculate Annual patient encounters
Annual patient encounters = totalWeeklyPatients * 52
22880 = 22880