An empty appointment slot is capacity you're paying for and earning nothing on. In outpatient rehab, where therapist availability is the product, schedule fill is the difference between a clinic running at full economics and one quietly leaking margin into open slots. This dashboard shows exactly where the gaps are — by therapist, site, day of week, and time band — so the front desk can fill the capacity you already have before anyone talks about adding more.
What this report answers
The Capacity Fill page leads with the schedule fill rate, open slots, total available slots, and capacity hours lost, then breaks fill rate down by therapist and by clinic site and trends it by week. The When & Where Gaps Are page focuses on the patterns: prime-time fill rate (evening slots only), booked slots, fill rate by day of week, and open slots by time band and by site. Together they answer the operations question: is the schedule full, and if not, where and when is the hole?
The metrics that matter
Schedule fill rate is the headline, but the open-slot detail is where the action is — a clinic at 80% fill overall might be at 95% mornings and 60% evenings, which is a staffing-and-hours decision, not a marketing one. Prime-time fill rate isolates the highest-demand, hardest-to-staff band, and capacity hours lost translates empty slots into the hours of paid availability that earned nothing, which is the number that makes the cost concrete.
Why the data is trapped across the systems
The schedule lives in the calendar of Prompt, Raintree, Net Health / Clinicient, WebPT, TheraOffice, Jane, or Fusion, and most of these will show today's openings — but few express a true fill rate against bookable capacity, sliced by therapist, day, and time band, and almost none roll it across multiple sites. Turning the raw slot data into a capacity view means exporting it and modeling available-vs-filled, which is what this template does.
How to read it
Start with the overall fill rate, then drill into open slots by time band and day of week to find the concentrated gaps — those are the actionable ones, pointing to a hours, staffing, or outreach fix rather than a diffuse problem. Watch prime-time fill specifically, since evening demand is where waitlisted patients are lost. The sample uses fully synthetic, anonymized schedule data — no PHI — so you can see the finished layout before bringing your own.
Metrics it tracks
| Metric | What it means |
|---|---|
| Schedule Fill Rate | Filled slots ÷ available slots — the share of bookable capacity actually booked. |
| Open Slots | Unfilled appointment slots across the schedule. |
| Total Available Slots | Bookable appointment slots offered across the period. |
| Booked Slots | Slots booked with a patient. |
| Prime-Time Fill Rate | Fill rate of evening prime-time slots only — the hardest-to-fill, highest-demand band. |
| Capacity Hours Lost | Unrealized capacity hours from open slots — paid availability that earned nothing. |
Used by: Director of operations and front-desk lead
Frequently asked questions
What is a good schedule fill rate for an outpatient rehab clinic?
Strong clinics keep most bookable slots filled, but the right target depends on your market and staffing model. The point of tracking it isn't a single benchmark — it's finding the concentrated gaps (a therapist, a site, a day, an evening band) you can actually act on, since those are where capacity quietly goes unused.
Why track prime-time fill separately?
Evening and after-work slots are the highest-demand, hardest-to-staff band, and they're where waitlisted patients are most often lost. A clinic can look healthy on overall fill while leaving its most valuable slots open, so isolating prime-time fill surfaces a gap the blended number hides.
What does 'capacity hours lost' represent?
It's the unrealized therapist availability from open slots, expressed in hours — paid capacity that earned no revenue. Translating empty slots into lost hours makes the cost of a low fill rate concrete and helps prioritize which gaps to close first.
Build this report on your own data
Clone this Rehab therapy template — describe it and we’ll generate sample data so you can try it free, or upload your own export. You get a fully modeled, branded Power BI project that opens in Power BI Desktop.
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