Dr. Kelly Alhooie (host) presents a step-by-step hiring calculator designed for pelvic-health clinics to decide when to hire staff. She outlines a column-based spreadsheet approach: list employees, estimate monthly hours (uses 35 patient slots/week for a full-time therapist → ~150 clinic hours/month using 35×4.2), set charge-per-session, compute each employee's maximum revenue potential, adjust for likelihood (cancellations — typically ~5/week per therapist), enter payroll and non-payroll expenses, compute gross revenue and profit, and deduct taxes (she suggests ~33%) to see take-home funds. She emphasizes hiring for skill/return-on-investment, promotes Pelvibiz 2025 (application-only, limited to ≈30 attendees; event at end of March/beginning of April), and notes the episode is sponsored by Jane (promo code pelvibiz1mo for one free month).
Questions this episode answers
35 slots per week (full-time expectation).
Multiply weekly slots by 4.2 (35×4.2 ≈ 150 clinic hours/month).
About 5 cancellations per week per therapist (used to adjust revenue likelihood).
Approximately 33% of gross revenue.
End of March / beginning of April (application-only; limited to ~30 attendees).
Chapters
Welcome to Pelby biz podcast. I'm Dr. Kelly Alhui. I have grown and established brick and mortar practice in Northern Virginia called Ortho Pelvic Physical Therapy and also founded Pelvibiz, which is an online business consulting company that helps healthcare providers make more money and be healthy while doing it, especially in the pelvic health realm. So let's get into today's episode. Today I'm going to go over what I like to do with a hiring calculator that I came up with that I think is going to really help you all out. Trying to figure out when do I hire an employee? When do I not hire an employee? Like, do I have the funds? Do I not? Can I make payroll? Can I not? Like, how do I figure this out? What is my profit margin going to be? Are they going to take up my profit margin again? Can I afford myself with pay? Like, these are all the different questions that I know many, many, many of you guys ask and like, oh my gosh, an employee is going to come on that I can't even afford to pay myself. How am I going to pay them? Like, these are all the beliefs that typically go through your head when you're thinking about hiring on an employee. And it's about to get loud because I live by an airport, so there's airplanes flying over me. But basically I want to kind of tell you how I do it. So number one, you want to wr a column where you list all potentially the employees that you have. So maybe it's just you yourself and you want to hire an admin. So you would list yourself and you would list, you put admin one. If you had two admins, you put admin two. If you had three admins, you put admin three. Okay, maybe you wanted to also hire a yourself. You wanted to hire a pelvic health provider and you wanted to have an admin. So you would put yourself down, you put owner. That's what you would label yourself. You would put then you know, a therapist one down and then you would put admin one down. So that's in one column. And if you guys want a copy of my hiring calculator, let just let me know. You can DM me on Elvibiz on Instagram and I can work something out. So then what you need to do in the next column, you need hours. They work monthly. So and that is monthly, by the way. So typically for us at Orthopelvic, a full time therapist is 35 slots. So that means my therapists have five hours of free time during the week and 35 is the expectation that they see per week. So what you want to do is you want to do at least in that case, you want to do 35 times 4.2. The reason why is because it's not just four weeks in a month. And then that gives you your overall calculation. So in general, a full time therapist will work 150 hours a month at the clinic. So that goes in that second column. So hours they work monthly goes there. Then whatever you would do. Let's just say for the admin, do they work 40 hours a week? Do they only work 20 hours a week? If they do, let's just say they work 20 hours a week. You do 20 times 4.2 and put that and how many monthly hours they work in column two. Then what you want to do the next column, column three, is you chart what you charge per session. So is it $200? Is it 230? Is it 250? Is it 280? What do you charge per session? Put that in the next column. And then the fourth column is going to be what is the max potential of each employee? What are they going to bring into the company? So what a max PT or OT or rehab provider can bring into the company? You want to figure that out? And what I mean by that is let's say you have 35 slots a week. You charge $200. I have to do a math. Hold on, let me do some math. Okay, let's just say we have 150 spots a month. Let's just say I charge 200, charge 200. That means max potential for that PT to bring in is or that OT whoever the therapist is, $30,000 a month. Okay. And if you had multiple providers, it would, you know, you would add that up. Now the fifth column here is the likelihood of each employee to bring into the company. So that's the max is 30. But what's the likelihood? How many cancellations do you get a week? So how many cancellations? So typically what I see with PT clinics is there's about five cancellations a week per therapist. So then what are you likely going to get? Yes, you can get 30, but maybe you're going to get 30 or 25amonth per therapist because of the cancellations. That's probably pretty accurate. And then what does your payroll look like? So that is the sixth column. What do you pay each therapist? Put that down monthly. What do you pay each admin? Put that down monthly. The seventh column, that you're going to do is what is your rent, what's the supplies, what's your marketing, Any basically expenses besides payroll you're going to put in that column. Then the eighth column that you're going to create is the gross revenue of how much you made that month. So what are you projecting that you're going to make? So let's say you project, you're going to make, I don't know, let me take $40,000. I'm just making these numbers up. Okay. Then you have to take your. You have to add up your payroll, and you got to add up your expenses. And then you're going to take your overall gross revenue. That's how much you brought in that month, minus your expenses and payroll. That whatever's left over. That means that is your profit. So let's say you had $25,000 left over that month for profit. That means after you paid yourself and employees and everyone else, you had $25,000 left over in profit. Then the last column to this equation, by the way, there's a profit column, okay? So then the last column after that would be taxes. Taxes. You're going to typically take out 33%. I'm just averaging. It's going to be high for some of you guys, it's going to be low for some for other people, and take out 33% of your overall gross revenue. Okay. And you're going to put that in the last column. And that is how much you're going to have after taxes in your bank account. And that's going to determine are you in the positive? Are you in the negative? Can I hire someone like this? Is it worth me hiring someone like this? That's why I put what is the likelihood for each employee, even for admin? What is the return on that? Are they going to be able to answer another phone call or two phone calls or three phone calls so that they can potentially have another customer coming in the door? What does that look like? And so you have to see and lay this out clearly to understand. When you hire on people, you have to look at it this way. Are they helping you? Many people, when they first start business, they're like, I'm just going to hire my friend. She's cool. And it's like, yeah, but is your friend skilled enough to help you? That's why you're bringing people on. You're not just bringing people on to, like, hang out with you. You want them to help you and be able to grow the company. So that's how I look at everyone is together. Can we work as a team? Not only am I helping them get a paycheck, helping them feel amazing, you know, helping them with their families, all the things, but they're also helping me be able to grow something together that we both feel accomplished and both feel like we're moving in the right direction. So it's a win win for everyone. And so when it comes to the calculator, I feel like this is really important to understand where you're at and, and where you're going so that you can predict if you wanted to hire on four therapists, what does this look like? If you wanted to hire on a manager, what does this look like? If you wanted to hire on a CEO, what does this look like? If you wanted to pay yourself more, what does this look like? Like you want to have this hiring calculator like on lockdown so that you can figure this thing out. So if you guys are struggling with hiring and you don't know how to create a team, I would highly recommend you applying for Pelvibiz event 2025. It is coming up, it's at the end of March and April. At the end of March, beginning of April, we're doing application only. It's a very exclusive event. We are not taking more than 30 people and we are hand picking the people to attend. So if you want in, and we already have over 30 applicants, just FYI. Okay, if you want in, apply at Pelvibiz. Ask for an application on Instagram or down below. I think we should have it in the show notes as well. Fill out that application, send it to us so that we can look it over as soon as possible and see if you're a good fit for Pelvibiz 2025 event. It will be at the lowest price we're ever going to offer. This. I know it will change your life. I seriously, seriously know that. That's why I can confidently say it out loud. And I'm so looking forward to it because I know you guys have, you just have issues, problems like that I know I can help solve. And if you we just get you unstuck, you're going to be like a fire, like, just like a rocket, you know. So anyways, you know, I really am passionate about this stuff. So if you need help, I would like I said fill out the application below, get in for Pelviz 2025 event and can't wait to talk to you guys soon. Bye guys. Thank you guys so much for listening to the podcast. This podcast is sponsored by Jane. They are the people that are going to have amazing scheduling system for your patients. They're going to provide you with a super bill. They're going to make templates for you. They're going to provide you with the best customer service. And because of that, they allowed us to have a code for one free month for those that are wanting to try Jane for their scheduling, checking out super bills, telehealth, all the different options. That code is pelvis1mo. We'll put in the show notes, but pelvibiz1mo that is the code for Jane. And thank you so much Jane for sponsoring this podcast. If you guys want more information and want to learn how that you can keep bettering yourselves, go ahead, click the link down below and make sure that you book a call. And we love to provide any clarity questions on any follow ups. Bye guys.
