How Productivity Is Calculated
The productivity percentage is based on the following formula:
Productivity = (Treatment + Evaluation Minutes) ÷ (Worked Minutes)
Billed Minutes include all treatment and evaluation minutes.
Worked Minutes reflect the therapist’s clock-in and clock-out time (excluding PTO).
Example: A Weekly Productivity View
In this example, the productivity report is time-bucketed at the weekly level (the default).
Week of 08/11 – 08/17
Billed Minutes: 825
Worked Minutes: 265
Productivity = 825 ÷ 265 = 3.11 → 311%
At first glance, 311% productivity looks unrealistic. The reason is that the numerator (billed minutes) is much higher than the denominator (worked minutes). This usually means the therapist did not clock in correctly, leading to very low recorded worked time.
Step 1: Drill Down to the Daily View
To investigate, switch the time bucket from weekly to daily and filter to the same week (08/11 – 08/17).
In the daily view, it’s clear that there are three dates where billed minutes are higher than worked minutes:
08/11
08/12
08/13
This suggests the therapist may have missed clock-ins on these days.
Step 2: Verify with the Clock In/Clock Out Report
Next, check the Clock In/Clock Out report for that therapist.
In this example, we can confirm the therapist had very few punches and was not clocked in on 08/11, 08/12, and 08/13. This explains why productivity appeared inflated.
Key Takeaways
Productivity is a ratio of billed minutes to worked minutes.
Extremely high percentages often point to missed punches.
Switching from a weekly to daily view helps pinpoint where the discrepancy occurred.
Always confirm by reviewing the Clock In/Clock Out report for that therapist.
By using these steps, you can quickly identify and resolve unusual productivity numbers, keeping your reports accurate and reliable.