This tool is a first-step business model explorer, not a schedule, a complete financial plan, or a guarantee. The revenue requirement is built from your inputs in the Revenue Requirement section: your monthly personal income goal, your effective tax rate, and your confirmed business costs. Coverage cost is modeled separately. The status banner, the runway chart, and the scenario table evaluate whether revenue after coverage meets the requirement. The Est. take-home card compares against your personal income goal directly. Until you set your income goal, the model stays in a neutral state: capacity and gross revenue still calculate, but the status banner, runway chart, and scenario table do not evaluate against a revenue requirement. The following assumptions are built in:
Bi-weekly visits. Every active patient is seen once every two weeks. The model calculates active patients as scheduled weekly sessions × 2. If some patients need weekly sessions, the model overstates how many active patients you can carry.
Subscription pricing. Revenue is calculated as active patients × monthly subscription price. This assumes a flat-rate monthly subscription, not per-visit billing, not insurance reimbursement.
Three capacity pools. Total available time is divided into three pools: (1) intake slots for new patient evaluations (60-minute sessions, pre-carved from total time), (2) an urgency buffer for same-week urgent access and clinical overflow when an established patient needs more time, and (3) established patient sessions (all 30-minute follow-ups). There are no recurring 60-minute follow-up patients. The only 60-minute sessions are new patient intakes.
Admin time is per visit. Admin time is modeled per patient visit (documentation, notes, follow-up). It does not include monthly overhead tasks like billing review, credentialing, or marketing.
Urgency access test. The model checks whether held-open buffer slots ≥ 10% of active patients. This is a conservative proxy. It does not model actual appointment request patterns or day-of-week demand variation.
No failed payments, refunds, or discounts. Revenue assumes every active patient pays in full every month. This version does not reduce revenue for failed payments, refunds, discounts, waived fees, or collections issues.
Backup provider cost is simplified. Coverage cost is modeled as 1099 day rate × days per month. It does not account for payroll taxes, malpractice riders, onboarding time, supervision requirements, or other legal/compliance costs related to backup coverage.
70% capacity benchmark. The dashed line on the 6-month runway chart represents 70% of the model's maximum patient capacity × subscription price. This is a rough viability benchmark, not a true breakeven calculation. Actual breakeven depends on overhead, which should be determined separately.
Patient turnover is averaged. The steady-state formula (new starts/month × average duration) assumes uniform graduation. In practice, graduation timing will be uneven: some months heavier, some lighter.
All numbers in this tool are directional estimates for planning purposes. Final business decisions should incorporate actual overhead costs, tax planning, legal/compliance review, payment processing assumptions, and clinical judgment.
This model does not determine whether a subscription structure, access arrangement, refund policy, or backup coverage plan is legally, clinically, or ethically appropriate for this practice. Review with healthcare counsel, a CPA, a malpractice carrier, and applicable licensing rules before launching.
Enter confirmed monthly business costs below. Most costs default to $0. The EHR/practice-management line is prefilled at $313/month as a placeholder and should be verified. As real quotes come in, update each line and watch the revenue requirement update across the model.
Personal expenses like health insurance, disability insurance, retirement contributions, and household costs belong in your personal income goal above, not in business overhead.
Each column represents a structured workday built on fixed bi-weekly anchor slots to prevent open self-scheduling. Blue blocks are your dedicated 30-minute patient sessions. Amber blocks are 10-minute real-time charting windows that double as a protective time cushion; if a session spills over, this buffer absorbs the delay so your next appointment still starts exactly on time. Light blue blocks are unbookable safety blocks reserved strictly for emergency touchpoints or rescheduling missed anchor slots.
Private-pay psychiatry rates vary widely by market, specialty, clinician credentials, and visit type. For planning purposes, you can compare the subscription price to an estimated per-session private-pay equivalent. At every-other-week visits, a patient paying $275 per session spends about $596 a month. At $550 a month, the subscription equals about $254 per session. The subscription price you set is your version of that same question, structured differently. The per-session equivalent appears in the Per session column of the table below; the top row updates as you move the slider, and the preset rows stay fixed for reference.
Because you charge a flat monthly subscription, a missed appointment does not automatically reduce monthly revenue. The patient pays for access to ongoing care, not only for completed visits. Missed appointments may create some natural open capacity that can occasionally be used for urgent needs, but the practice should not rely on no-shows to make the access model work. The planned urgency buffer should stand on its own.
| Scenario | Hrs/wk | Follow-up slots/wk | Active pts | Sub. price | Per session | Revenue/mo | Status |
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