If you’re setting up a new schedule that is very different from your past working schedules, then you (and perhaps your clients!) might need time to adjust to the new routine.

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After determining your ideal number of therapy clients per day, one of the most impactful things you can do is to implement a practice management system.

Once you know how much time you have available to see clients, you can roughly work out how many clients you could see each week by doing a simple calculation:

Similarly, if you fill your day with too much client work and neglect any admin work or your own personal care, you will likely spend more time dealing with the effects of burnout.

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If you’re stressed out due to your current caseload and are eager to get started on improving it as soon as possible, then we highly recommend considering a free 30-day WriteUpp trial!

Based on the ideal client load you’ve defined, you should clearly know what you are and aren’t comfortable with. You should only make exceptions when you know there won’t be negative consequences to the overall schedule, time management and your own well-being.

A private practice owner seeing five clients per week would have a different ideal caseload size from a therapist seeing 30 clients weekly.

At Speedy Fixings, we stock a wide range of post supports, from heavy-duty post shoes and lightweight post shoes to elevated post bases and more. We also stock fully welded post shoes which are hot dipped galvanised to a minimum of 70 microns after being manufactured. This process protects the mild steel from corrosion.

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Our selection of heavy-duty post shoes weighs between 2kg and 3.4kg. These are far superior to standard post shoes, making them best suited for heavy-duty applications. Some of our best-selling heavy-duty post shoes include 100mm x 100mm Heavy Duty Self-Colour Post Shoe  Type 4, 100mm x 100mm Heavy Duty Stainless Steel Post Shoe Type 4 and 150mm x 150mm Heavy Duty Galvanised Post Shoe Type 4. These are bolt down post supports that will require four base fixings, such as M12 concrete anchors.

Most importantly, it allows you to use an online booking system that clients can independently use to book/reschedule/cancel appointments during pre-determined time.

A great first step towards optimising your caseload would be to let go of what you think you “should” be doing based on other external standards or expectations and to become aware of your unique needs and circumstances.

Ellie is WriteUpp’s in-house Content Creator. Her research and writing for private practitioners focuses on marketing, business growth, data security, and more. She also hosts WriteUpp’s podcast The Healthy Practice; the show that guides practitioners in the early stages of their careers through every aspect of practice management. Outside of work Ellie writes a mental health blog, studies mindfulness and is a keen nature photographer.

If you have any questions, or just want to chat to us about what an integrated practice management solution could do for you and your practice, just grab us for a live chat.

Now figure out how much time you realistically have available for client work, and map out a schedule for when you could allocate that time to clients each day of the week.

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Aside from allowing you to automate the appointment booking process, a good practice management system can also provide a variety of other time-saving benefits such as:

If you are searching for custom post supports, we can also help. At Speedy Fixings, we can manufacture a large selection of bespoke post shoes to fit your requirements. We can make galvanised post shoes, stainless steel post shoes and plain mild steel post supports to the exact size required. Contact us for more information.

That being said, remember that it can take some time to find your caseload sweet spot; even once you’ve found it, it might change over time.

Automating admin tasks related to client management will free up time, allowing you to manage your caseload more efficiently.

It’s important that you learn to say no when something is pushing you past your boundaries or you are being asked to do something that makes you uncomfortable.

Make a list of your non-negotiable responsibilities for every day of the week, and then try to determine how many hours you need to fulfil each responsibility.

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Our lightweight post supports are suitable for lighter applications, such as erecting garden fences. We stock 100mm x 100mm Hot Dip Galvanised Lightweight Easy Post and Ligthweight Easy Post in two sizes, 75mm x 75mm and 100mm x 100mm. These can be fastened onto concrete using four M10 concrete anchors.

Elevated post shoes, such as 120mm x 210mm Elevated Post Base Type 6, fit inside wooden posts and are designed to raise timber posts from the ground. If you require some level of adjustment for your elevated post bases, we also stock adjustable elevated post supports.

You can also update your online booking availability to block out specific time slots that you might need for admin work or personal reasons.

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Squeezing in as many clients as possible for the sake of money will likely make you feel stressed out and reduce the quality of your care.

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That clinician would also have a different ideal individual caseload from someone who has just returned from parental leave and is learning to balance work and childcare.

If you’re concerned about your income, set yourself a monthly salary goal, divide it by the number of clients you can realistically treat, and decide if that is the right price to charge.

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With that number in mind, you should be able to determine if your ideal caseload also allows you to reach your income goals.

By ensuring that your clients take their appointments seriously and always show up at the right time, you can keep your scheduling on track and avoid costly disruptions.

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If not, consider supplementing your income by expanding beyond client work and offering workshops, corporate consultation, products, events or online courses.

Private practice software like WriteUpp is designed to be easy-to-use and affordable. It can help you manage your client load, drastically cut down on admin time and improve your overall client experience.

In order to be successful, you need to know the basics of accounting, marketing and a whole host of other business management skills.

After you’ve implemented all of the above tips and still feel like you can’t seem to get a handle on managing your caseload, then you might have more work than one person can realistically handle.

Enjoy the peace of mind that comes with our fully compliant and secure healthcare practice management software. Rest assured that your patients’ data is protected and your practice is always in compliance with the latest regulations. Sign up for a 30-day free trial today.