Capacity and Utilization answers the question: Are we using the resources we already have effectively?
Maximizing your existing clinical capacity is critical to delivering timely care while maintaining healthy margins. This section helps you assess whether your BCBAs, clinicians, and operational resources are being deployed efficiently by identifying opportunities to reduce waitlists, balance caseloads, and optimize billable time before adding headcount.
Table of Contents
- What is overall clinical utilization (%) by role (BT, BCBA, midlevel)?
- How many billable hours were delivered per Case Manager (e.g., BCBA caseload productivity)?
- How many billable vs. non-billable hours were delivered per clinician?
- How many open clinical hours exist this week/month?
- Which locations/regions are over- or under-capacity?
- How many clients does each BCBA have on their caseload?
- How many clients are on a waitlist, and for what services?
What is overall clinical utilization (%) by role (BT, BCBA, midlevel)?
Tracking utilization by role helps you understand whether your highest-cost clinicians (BCBAs and midlevels) are spending enough time in billable activities, or if lower-cost staff (BTs) have capacity to take on more clients. Different roles have different target utilization rates and cost structures, so segmenting this metric allows you to make smarter decisions about hiring, caseload distribution, and where to focus capacity optimization efforts.
Report Used: Authorizations report > Auth Utilization page
Helpful Filters:
- Set the Date Range you want to see (e.g., last month, last week)
-
In the filter panel on the right, use the filters to look at more granular information. For example:
- BCBA hours – use the CPT code filter to select only codes used by BCBAs
- BT hours – use the CPT code filter to select only codes used by BTs
- Use the Facility filter to look at % utilization per office/clinic/facility
- Use the CPT code filter to look at % utilization per code
- Use the Service Category filter to look at % utilization per service (e.g., ABA vs. ST)
How to Read the Report:
- In the top left corner, reference the tile titled % Auth Utilization – this shows the prorated utilization of all authorizations for the time period selected
⬆️ [Back to Top]
How many billable hours were delivered per Case Manager (e.g., BCBA caseload productivity)?
This metric helps you identify caseload imbalances and ensure your BCBAs are working at sustainable, productive levels. By tracking billable hours per case manager, you can spot underutilized staff who could take on more clients, as well as overburdened clinicians at risk of burnout or providing insufficient oversight to their caseload.
Report Used: Authorizations report > Auth Utilization
Helpful Filters:
- Set the Date Range you want to see (e.g., month, week, quarter)
- Select the case manager (i.e., BCBA/rendering provider) from the Case Manager filter
How to Read the Report:
- Look at the “Which Clients have the Highest/Lowest Utilization” visual to see all Rendered Hours for that clinician’s caseload
⬆️ [Back to Top]
How many billable vs. non-billable hours were delivered per clinician?
Understanding the ratio of billable to non-billable hours helps you identify where clinicians are spending time that doesn't generate revenue, such as administrative tasks, documentation, or scheduling gaps. While some non-billable time is essential for quality care, tracking this metric allows you to spot inefficiencies, optimize workflows, and ensure your labor costs align with your revenue generation.
📌 NOTE: Non-billable hours must be entered in order to see this metric
Reports Used: Scheduling & Productivity report > Productivity page
Helpful Filters:
- Filter by job title to look at billable and non-billable hours per provider based on job (e.g., BT v. BCBA)
How to Read the Report:
- Look at the “by Provider” visual to see Rendered billable and non-billable hours, as well as their individual % productivity
⬆️ [Back to Top]
How many open clinical hours exist this week/month?
Tracking open clinical hours helps you understand your available capacity to serve clients currently on your waitlist or accept new intakes. This metric reveals the gap between authorized hours and scheduled hours, allowing you to make informed decisions about whether to expand your client base, optimize scheduling, or plan for additional hiring to meet demand.
📌 Note: Client Accepted Hours should be filled in on the client profile in Boost
Reports Used: Authorizations report > Auth Utilization page
Helpful Filters:
- Set the date range to be a week/month in the future
- Filter to direct services codes (e.g., 97153)
How to Read the Report:
- Look at the Auth to Billable Funnel
- This shows the number of authorized hours at the top, the number of client accepted hours and scheduled hours in the selected time frame
- The difference between the two shows you how many billable hours remain available
⬆️ [Back to Top]
Which locations/regions are over or under capacity?
Understanding capacity by location allows you to strategically allocate resources, make targeted hiring decisions, and identify opportunities to reduce waitlists in high-demand areas. This geographic view helps you determine where to focus growth efforts, where staff may be underutilized, and whether transferring clients or clinicians between locations could improve overall efficiency.
📌 NOTE: Client Accepted Hours should be filled in on the client profile in Boost
Reports Used: Authorizations report > Auth Utilization page
Helpful Filters:
- Set the date range to be a week/month in the future
- Filter to direct services codes (e.g., 97153)
- Then filter by Facility
⬆️ [Back to Top]
How many clients does each BCBA have on their caseload?
Monitoring client counts per BCBA ensures equitable caseload distribution and helps prevent burnout while maintaining quality oversight for every client. This metric allows you to identify BCBAs who have capacity to take on new clients, as well as those who may be overextended and need caseload adjustments to provide effective clinical supervision and care coordination.
Reports Used: Authorizations report > Active Auths page
Helpful Filters:
- Use the Case Manager filter to select each BCBA, one at a time.
How to Read the Report:
- View the count of clients in the top left corner (i.e., Clients with Active Auths)
⬆️ [Back to Top]
How many clients are on a waitlist, and for what services?
Reports Used: Intake report > Waitlist page
Helpful Filters:
- In the filters on the right, under "Current Step", select only Inquiry & Qualified Lead
How to Read the Report:
- Use the Detail visual to view the waitlist and category that corresponds to what service the prospect is interested in
⬆️ [Back to Top]