Established practice
Empty rooms still cost money.
Utilisation is where clinic margins are won or lost. Here is how to fill the gaps.
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The short answer
Measure booked hours against available hours for every room, theatre and scanner, then rebuild the timetable around real demand. Fill late gaps from a short-notice list, reduce DNAs with reminders and deposits, and offer what is left to new consultants or services. A monthly utilisation review stops the gaps coming back.
What good looks like
Your numbers, before and after
Room utilisation
Illustrative sample, not a real person or result.
7 steps
Do it yourself: step by step
0 of 7 done
From the PMS diary, for the last 12 weeks, calculate for each room, theatre and scanner: available hours, booked hours and hours actually used (after DNAs and cancellations).
- Time
- Half a day
- Typical cost
- £0
- Who does it
- Practice manager
Done when: A table showing booked and used percentage per room by day and session
This problem is Solvable.
Copy this table
Room and equipment utilisation tracker
Free to copy, adapt and use. No sign-up.
Utilisation tracker: [Clinic name], [Month]
By room or equipment
| Room or equipment | Available hours | Booked hours | Used hours | Booked % | Used % | Target | Action |
|---|---|---|---|---|---|---|---|
| Consulting room 1 | 80% | ||||||
| Consulting room 2 | 80% | ||||||
| Procedure room | 75% | ||||||
| Theatre | 80% | ||||||
| Scanner [type] | 75% |
Used hours = booked hours minus DNAs and cancellations under 48 hours that were not refilled.
By session
| Day | Session | Room | Consultant or service | Used % last 12 weeks | Under 60% for 3 months? | Decision |
|---|---|---|---|---|---|---|
Gaps and refills
| Measure | This month | Last month |
|---|---|---|
| DNAs | ||
| Cancellations under 48 hours | ||
| Slots refilled from short-notice list | ||
| Deposits retained |
Cancellation policy wording
"We ask for [48] hours' notice to cancel or move your appointment so we can offer the time to another patient. Deposits for [procedures and scans] are refundable with [48] hours' notice."
Action this month: [ ] Owner: [ ]
Avoid these
Common mistakes
- Measuring booked time and not used time, which hides DNAs and late cancellations.
- Letting consultants hold sessions they rarely fill because nobody wants the conversation.
- Taking deposits without a clear, published cancellation policy.
- Keeping a short-notice list that reception never uses because it is not part of the routine.
- Targeting 100% use, which leaves no room for urgent patients and creates overruns.
Free personal check
Done by Paul Robinson, not software
Send me your calculator numbers and I'll show you what empty time is costing and where to start
What I need from you
- Your calculator inputs
- Which rooms, theatres or scanners you mean
What you get
- Your utilisation sense-checked against typical clinics
- The three changes worth most
- Which ones you can start this week
Within 2 working days
No sign-in, no sales call. I read every request myself and reply on WhatsApp.
Free tools
Check where you stand
Benchmarks
75 to 85% used
A practical target for consulting room utilisation in a private clinic
Solvable estimate
Paul Robinson
14 years in UK private healthcare
I solve this one for clinic and hospital teams
Want a hand? I'll look at your situation and tell you the three things I'd tackle first.
A few quick questions, about two minutes. I read every one myself and usually reply the same day.
No sales call unless you ask for one. Just a straight answer from me.
I reply personally, usually the same day.
Questions
Frequently asked questions
What utilisation should we aim for?
Around 75 to 85% for consulting rooms is a sensible target (Solvable estimate). Theatres and scanners vary by case mix.
How do we raise underused sessions with a consultant?
Show them the numbers, ask what would help them fill it, and agree a three-month review. Offer a different day before taking it away.
Are deposits acceptable for private patients?
Yes for self-pay, if the policy is clear, fair and published before booking. Insured patients are usually handled differently, so check insurer terms. For wording on cancellation charges, take advice from a solicitor.
What if we have spare capacity and no consultants to fill it?
See our page on attracting consultants, and consider visiting specialists or new diagnostic clinics.
How often should we review the timetable?
Monthly for gaps, and a full timetable review twice a year.
Last reviewed:
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