Running a successful private practice requires managing provider schedules so that patient demand, care quality, and revenue all stay in balance. When schedules are too light, revenue suffers and growth can stall. When schedules are too full, provider burnout increases and the patient experience may decline. Without clear visibility into provider capacity, it’s difficult to know when to open more appointments, adjust availability, or bring on additional providers.

That’s why we’re excited to introduce Healthie’s Provider Utilization Dashboard -- a new way for private practices to clearly understand how booked providers actually are, and where there’s room to grow. For solo practitioners and group practices alike, this dashboard provides practical insight into how provider time is being used, empowering you with the information to make operational decisions driven by data. 

What is the Provider Utilization Dashboard?

As practices grow, it can be challenging to keep track of multiple providers’ capacity and clearly understand when it’s time to bring new team members on board. Healthie’s Provider Utilization Dashboard is a visual of exactly how provider availability compares to booked appointment time in one centralized view. Instead of manually tracking and flipping from one provider’s calendar to the next, you’ll instantly understand who’s consistently full and who has capacity you didn’t realize existed. 

By visualizing total availability hours, total appointment hours, and utilization percentage at-a-glance, practice owners and managers can make informed decisions based on data, such as opening more appointments, redistributing clients, or planning for future growth.

Healthie’s solution: clear, actionable utilization insight

Healthie’s Provider Utilization Dashboard gives practices a simple, reliable way to understand provider capacity without manual reporting or guesswork. By visualizing utilization data in a single dashboard, practices can quickly see how provider time is being used and where adjustments may be needed.

It helps practices:

• Identify providers who are consistently overbooked versus those with open availability
• Determine whether growth challenges stem from demand or scheduling structure
• Optimize appointment availability before hiring new providers
• Balance workloads across the care team

The dashboard also allows practices to analyze trends over time. With flexible date ranges and provider-level views, you can evaluate the impact of scheduling changes, intake volume shifts, or marketing efforts. By turning utilization into actionable insight, Healthie helps practices move from reactive decisions to sustainable growth.

Understanding utilization

Healthie’s Provider Utilization Dashboard is a visual display of three core metrics designed to give private practices a complete picture of provider capacity, without overwhelming you with data. 

Three core metrics that tell the complete story

The dashboard focuses on three foundational metrics that matter most for day-to-day operations and long-term planning:

• Total Availability Hours: Hours providers have marked as available.
• Total Appointment Hours: Hours booked with clients.
• Utilization Percentage: Ratio of booked time to available time.

Together, these metrics help practice owners and managers identify where demand is strong, where capacity exists, and how provider schedules can be better aligned with patient needs.

Visual dashboard for at-a-glance insights

The Provider Utilization Dashboard presents this information visually within Healthie, making it easy to understand utilization without exporting data or building reports. With availability hours, appointment hours, and utilization percentages visible in one place, practices can quickly assess current capacity during team check-ins, planning conversations, or routine operational reviews.

This at-a-glance visibility helps surface patterns that might otherwise go unnoticed.

Flexible filtering for customized views

Every practice operates differently, which is why the dashboard includes flexible filtering options that allow you to focus on the data that matters most.

You can:

• Select custom date ranges to analyze utilization over specific weeks or months
• Filter by individual providers or compare utilization across your care team
• Switch into sub-organization accounts, if applicable, to view utilization by location or group

These filters make it easier to spot trends, evaluate changes over time, and tailor insights to your practice’s structure.

Downloadable CSV reports for deeper analysis

For practices that want to dig deeper or share insights internally, Healthie also offers a downloadable Provider Utilization Report. With a single click, you can generate a CSV file that includes provider-level availability, appointment hours, and utilization percentages.

The report is automatically saved to your Healthie Documents Library, making it easy to track utilization over time, collaborate with your team, or incorporate the data into existing workflows.

Actionable insights to drive real results

Utilization data becomes most valuable when it informs action. By understanding utilization percentages, private practices can make targeted, practical decisions:

• High utilization (76–100%): providers are nearly or fully booked, which may signal strong demand, limited access for new patients, or the need to expand availability or support.
• Moderate utilization (65–75%): A healthy balance between demand and capacity, often ideal for steady growth and measured increases in patient volume.
• Low utilization (below 65%): Significant open capacity that may point to opportunities for schedule optimization, improved intake flow, or increased marketing. 

Framed this way, utilization evolves from a metric to a practical tool for improving access to care, supporting providers, and growing your practice sustainably.

Best practices maximizing this feature

Provider utilization data is most effective when it’s used consistently and in context. Rather than treating it as a one-time report, many private practices benefit from incorporating utilization review into their regular operational rhythm.

A few best practices to consider:

• Review utilization regularly: Monthly or quarterly reviews spot trends before schedules become too light or full. 
• Optimize before hiring: Adjust availability or redistribute clients to address capacity gaps.
• Support provider wellbeing: Monitoring utilization helps prevent burnout.
• Align availability with patient demand: Adjust schedules based on when clients actually book. Low utilization + long wait times = a scheduling structure problem, not a capacity problem.

By grounding scheduling and staffing decisions in real utilization data, practices can reduce uncertainty, improve access to care, and support sustainable growth.

Ready to optimize your provider capacity?

The Provider Utilization Dashboard is free, and available in your Healthie account, alongside the Appointments and Payments Dashboard. 

Learn how to start using the Provider Utilization Dashboard here. You’ll be able to explore filtering options, understand key metrics, and make the most of this powerful new tool.