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A day in practice: sample run sheet

A sample day and week for a private practitioner: when to see clients, when to do admin, and how many appointments to aim for.

The practitioners who last protect time for notes and admin every day, instead of leaving it to the evenings. Here's a sample full day you can adapt.

Sample full day (7 consults)

Time What
8:30 Prep: review today's clients, their forms and recent results
9:00 Consult 1 (45 min) + 15 min notes
10:00 Consult 2 (45 min) + 15 min notes
11:00 Consult 3 (45 min) + 15 min notes
12:00 Consult 4 (30 min review) + notes
12:45 Lunch
1:30 Admin block: messages, referrals, GP letters
2:00 Consult 5 + notes
3:00 Consult 6 + notes
4:00 Consult 7 + notes
4:45 Close the day: finish notes, check claims and payments, look at tomorrow

Your week

  • One "business hour" a week: check your numbers (What a successful practice looks like), plan marketing, review your calendar.
  • Batch similar work: write content or GP letters in one block rather than between clients.
  • Keep a few gaps: one or two open slots a week make room for urgent bookings without overtime.

What HealthBank handles so you don't have to: booking confirmations and reminders, intake forms, invoices, payment collection and claims happen automatically, and HealthBank pays you every 7 days on a recipient-created tax invoice, so your admin blocks can stay short and there's little or no bookkeeping.

Part-time or starting out? Use the same pattern over two or three days. A new practice usually builds up over the first year: expect around 3-8 appointments a week in months 1-3, 12-15 by month 6, and 20-25 by month 12 if you’re working full-time. Part-timers can scale these down in proportion to the days they work. Ramp-up is faster if you join an established clinic or already have a referral network.

Point in time Appointments per week Rough utilisation
Months 1-3 3-8 15-35%
Month 6 12-15 45-60%
Month 12 20-25 75-85%