Admin Cost Per Session Calculator

See what your front office really costs per session, broken out by scheduling, billing and records, and how in-house billing compares to outsourcing.

1Where should we send your results?

Optional. Add your email and we'll send you a copy of your results when you click Calculate.

Name Email

2Your volume

Tell us how many sessions you hold and what they collect.

Total sessionsSessions are per…Avg collections per sessionWeeks of sessions per yearLeave out holidays and closures.Payroll tax ratePayroll taxes are estimated at 8% of W-2 wages: the employer half of Social Security and Medicare (7.65%) plus a small allowance for workers' compensation and unemployment insurance. Override it if you know your actual figure.

3Admin team

Enter each person's pay, then split their time across departments. Each person's allocation should add up to 100%.

Annual cost $0

Pay type Hourly rate Hours / week Benefits / month

Department allocation 100%

Scheduling Billing Records Other

4Admin software by department

Monthly costs of tools your admin team uses.

Scheduling (phone system, reminders, scheduling tools)Per monthBilling (clearinghouse, billing software)Per monthRecords (EHR base fee, storage, fax)Per monthOther admin toolsPer month

5Compare with outsourced billing

Billing service feeTypical billing services charge a % of collections.

Your results

Total admin cost per session

Admin cost as % of collections

Billing labor as % of revenue

Scheduling cost per session: $0
Billing cost per session: $0
Records cost per session: $0
Other admin cost per session: $0
Total admin labor cost (year): $0
Admin software (year): $0
Total admin cost (year): $0
Total admin cost (month): $0

In-house vs. outsourced billing

In-house billing (labor + billing software), year: $0
Billing service at 6%, year: $0
Difference: $0

A billing service may still need some in-house time for eligibility checks, patient balances and posting. This comparison assumes it takes on all of the billing work.

See your results

Get a copy of your results

We'll email a summary of these numbers to the address you entered in step 1.

How this is calculated

Annual labor cost per person: Salaried: annual salary. Hourly: rate × hours per week × 52. Then add payroll tax (8% by default) and benefits × 12.
Payroll tax: Payroll taxes are estimated at 8% of W-2 wages: the employer half of Social Security and Medicare (7.65%) plus a small allowance for workers' compensation and unemployment insurance. Override it if you know your actual figure.
Cost by function: Each person's annual cost is split by their department allocation and added to that function's admin software cost. Per-session cost = function cost ÷ sessions per year.
Sessions per year: Weekly sessions × weeks per year, monthly sessions × 12, or your annual figure as entered. Everything is converted to a year first, so weekly sessions are never divided into annual payroll.
Billing labor as % of revenue: Billing share of admin labor ÷ annual collections (sessions per year × collections per session). Billing software is left out of this figure but included in the in-house vs. outsourced comparison.

These figures are planning estimates, not tax, legal, accounting or investment advice.