Find your number
Look back over a few months. On which days did you feel you treated well and went home with energy? How many patients was that? That is your sustainable number, and it is usually lower than your maximum.
Shape the diary around it
- Fix appointment lengths that suit your work: longer for initial assessments, shorter for reviews.
- Cap the number of new patients per day; they take more energy.
- Keep a buffer slot each day for urgent patients or overruns.
In your diary, set your hours and breaks so online booking only offers times you actually want to work.
When you are too busy
- Use a waiting list instead of squeezing people in.
- Stretch review intervals for stable patients.
- Move suitable reviews to telehealth to cut travel and room changes.
- Consider whether it is time to get help. See when to hire.
When you are quiet
- Follow up lapsed patients. See bringing them back.
- Contact referrers and write overdue letters.
- Work on content, a class or a workshop.
- Do the learning you never have time for.
Watch the trend, not the day
Weeks vary. Look at the monthly average of patients seen and booked ahead. A steady downward trend needs action; one quiet week does not.
Frequently asked questions
How many patients should a sole physio see per week?
It depends on appointment lengths and your energy. Find the number where you treat well and finish on time, and aim to stay there.
What should I do when my caseload is too big?
Use a waiting list, space out reviews for stable patients, use telehealth where suitable, and consider hiring.
How do I fill quiet weeks?
Follow up lapsed patients, strengthen referrer relationships and use the time for learning and marketing.