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🖐️ Built for Occupational Therapy Clinics

Your OT Practitioners Work Long Hours.
But How Many of Those Hours
Are Actually Billable?

Report writing, travel, NDIS administration — occupational therapists carry some of the highest non-billable time burdens in allied health. Most OT clinic owners don't know their true billable hours ratio. Allie shows you exactly where the hours are going — and what it's costing you.

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Allie for Occupational Therapy is a clinic performance analytics platform purpose-built for occupational therapy practices in Australia. It integrates directly with Cliniko, Halaxy, Nookal and Splose to automatically track the KPIs that matter most to OT clinic owners — billable hours ratio, NDIS vs private revenue mix, FCA and assistive technology revenue, practitioner utilisation, cancellation rates, and revenue per billable hour. Allie is built exclusively for allied health and understands the unique billing complexity of occupational therapy, including community and home visit models, FCA report revenue, AT prescription workflows, and high NDIS caseload management.

The occupational therapy problem

OT practitioners are some of the most
productive in allied health — but the admin eats their revenue.

Occupational therapy has one of the most complex service delivery models in allied health — community visits, FCA reports, AT prescription, high NDIS volumes and significant non-billable admin. Most OT clinic owners are working harder than ever and still not seeing the revenue they should.

Swipe to see more
⏱️

Report writing time is invisible in your revenue data — but it's enormous

FCA reports, home modification reports, and NDIS progress notes can take 2-4 hours of non-billable time per client. This time doesn't show up in your PMS, doesn't get tracked, and doesn't get factored into your true cost of service delivery — until you start measuring it.

Report writing often adds 30-50% to service delivery time
🏥

NDIS plan complexity creates billing gaps that compound over time

Between plan-managed, self-managed and agency-managed clients, support coordination versus direct service, and constantly shifting NDIS price guide rates — most OT practices have significant unbilled or under-billed work sitting in their system at any given time.

NDIS billing gaps average 8-15% of total revenue
🚗

Community and home visit OTs have a completely different utilisation model

For OTs doing community visits, travel time between clients is a significant non-billable cost that clinic-based metrics don't capture. Without tracking travel time as a proportion of total working hours, you can't accurately measure the profitability of your community service model.

Travel time can represent 20-35% of community OT workday
🛠️

AT and equipment revenue is tracked separately — or not at all

Assistive technology prescription and home modification revenue operates on different timelines, different margins and different workflows to standard consultation revenue. Most OT practices don't track AT revenue separately, missing critical insights about their most complex (and often most valuable) service line.

AT revenue tracking = untapped growth lever
Occupational therapy KPI benchmarks

Where does your OT clinic sit
against industry benchmarks?

Based on data from 350+ Australian clinics using Allie. These are the metrics that separate high-performing occupational therapy practices from the rest.

70%+
Billable Hours Ratio
Poor: <50%Target: 70%+
The percentage of total working hours that are billable. The most critical efficiency metric for OT — especially for community-based practitioners.
75%+
Practitioner Utilisation
Low: <55%Target: 75%+
What percentage of scheduled appointment slots are filled. Lower target than other disciplines reflects the higher non-billable time burden in OT delivery.
<12%
Cancellation & DNA Rate
Poor: 20%+Target: <12%
High NDIS and community caseloads drive higher cancellation rates in OT. Tracking by appointment type and funding stream reveals where the real problem is.
$185+
Revenue Per Billable Hour
Low: <$130Target: $185+
True revenue per delivered billable hour — accounting for NDIS rate variations, FCA vs standard rates, and AT revenue — is the most accurate OT profitability measure.
25%+
FCA & AT Revenue Share
Low: <10%Target: 25%+
FCAs and AT prescriptions are typically higher-value engagements. High-performing OT practices track these separately and actively manage their FCA pipeline.
65%+
NDIS Caseload %
Risk: 90%+Balanced: 65%
OT practices with extremely high NDIS dependency face significant revenue risk from price guide changes and plan reviews. Understanding your mix is essential for planning.
Billing Efficiency Calculator

What would a 10% improvement in
billable hours mean for your OT clinic?

Adjust the sliders to match your practice. See exactly what your current billable hours ratio is costing you — and what improving it by just 10% would mean annually.

Active practitioners
OTs delivering services
3
Total working hours per practitioner / week
Including admin, reports, travel
38 hrs
Current billable hours ratio
% of total hours that are billable
58%
Average NDIS rate per hour (AUD)
Blended across service types
$193
Current cancellation rate
% of scheduled appointments that cancel
14%
Your billing efficiency metrics
Current monthly revenue
$0
based on your billable hours ratio
⏱️ Current billable hours / month 0
📋 Non-billable hours / month (est.) 0
🎯 Revenue at 70% billable ratio $0
📈 Annual value of 10% improvement $0
Start tracking your billing efficiency →

30-day free trial · No credit card needed

Estimates are illustrative and based on NDIS Price Guide rates. Actual results vary by service mix, registration type and geographic loading.

How Allie helps occupational therapy clinics

Built for the billing complexity
of occupational therapy practice

Billing Efficiency Dashboard
Billable hrs
61%
Report writing
18%
Travel time
12%
NDIS admin
9%
⚠️ 39% of working hours are non-billable — at $193/hr that's $4.1k/month in unrecovered time
BILLING EFFICIENCY TRACKING

See exactly where your practitioners' time is going

Allie tracks billable versus delivered hours per practitioner so you can identify efficiency gaps and make informed decisions about workflows, service mix and staffing.

  • ✓ Billable hours ratio tracked per practitioner
  • ✓ Gap between scheduled and delivered revenue quantified
  • ✓ Track efficiency improvements after workflow changes
  • ✓ Compare clinic-based vs community OTs side by side
Revenue Mix — This Month
NDIS direct
54%
FCA reports
22%
AT / equipment
14%
Private
10%
$171
Avg rev/hr
+$2.8k
If +2 FCAs/mo
REVENUE MIX TRACKING

Track FCA, AT and NDIS revenue as separate streams

OT revenue comes from multiple streams with different rates, margins and timelines. Allie tracks them separately so you can understand the true performance of each — and identify your highest-value growth opportunities.

  • ✓ NDIS direct, FCA, AT and private revenue tracked separately
  • ✓ Revenue per hour by service type calculated automatically
  • ✓ FCA pipeline tracked — see what's in progress vs completed
  • ✓ Identify your most profitable service lines
Practitioner Performance Overview
Utilisation
77%
Billable ratio
63%
Cancel rate
13%
Rev/hr
$178
💡 Increasing billable ratio from 63% to 70% adds $1,840/mo per OT
PRACTITIONER PERFORMANCE

Give each OT a clear, evidence-based performance view

Allie gives each practitioner — and you as the practice owner — a clear scorecard that goes beyond appointment counts to show the metrics that actually drive OT profitability.

  • ✓ Billable hours ratio, utilisation and revenue per hour per OT
  • ✓ Cancellation and DNA rates tracked individually
  • ✓ Track improvements after workflow or caseload changes
  • ✓ Compare clinic-based and community OT performance fairly
Occupational therapy case study

What an OT clinic owner said
after 90 days with Allie

We always knew our OTs were busy — but we had no idea how much of that time was actually billable. Allie showed us that one of our most productive practitioners had a billable hours ratio of just 52%. That conversation changed everything about how we structure our caseloads.

JW
Jessica Walsh
Thrive OT · Occupational Therapy · 5 Practitioners
+18%
billable hours ratio improvement
+$4.1k
additional monthly revenue
5 min
to connect and start seeing insights
Frequently asked questions

Everything OT clinic owners
ask about Allie

What is the best analytics software for occupational therapy clinics in Australia?+
Allie is purpose-built analytics software for occupational therapy clinics in Australia. It integrates directly with Cliniko, Halaxy, Nookal and Splose to track billable hours efficiency, NDIS caseload profitability, FCA and AT revenue, practitioner utilisation, and cancellation rates — all automatically. Unlike generic business tools, Allie is built exclusively for allied health and understands the unique service delivery complexity of OT practice.
How do I track billable hours efficiency in my OT practice?+
Allie tracks your billable hours ratio per practitioner — comparing actual billable hours delivered against total working hours. This is the most important efficiency metric for OT practices because report writing, travel and NDIS admin can represent 30-45% of total working time. Knowing your current ratio, and which practitioners have the lowest efficiency, is the starting point for improving it.
How do I track FCA revenue separately in my OT practice?+
Allie tracks your revenue by service type — allowing FCA revenue to be viewed separately from standard consultation, support coordination and AT revenue. This matters because FCAs are typically higher-value but also higher-cost engagements (significant report writing time) — understanding their true profitability per hour invested helps you make informed decisions about how many FCAs to take on and how to price them.
What KPIs should an occupational therapy clinic track?+
The most important KPIs for occupational therapy clinics are: (1) Billable hours ratio — target 70%+; (2) Practitioner utilisation — target 75%+; (3) Revenue per billable hour — target $185+; (4) Cancellation and DNA rate — target under 12%; (5) FCA and AT revenue as a share of total revenue; (6) NDIS vs private mix. Allie tracks all of these automatically and surfaces them in one dashboard.
Does Allie work for community-based OT practices?+
Yes. Allie tracks performance metrics that are relevant regardless of service delivery model. For community-based OTs, the billable hours ratio is particularly important because travel time is a significant non-billable cost. Allie helps you understand the true efficiency of your community service model and compare it to clinic-based delivery so you can make informed decisions about service mix.
Does Allie integrate with Cliniko for OT practices?+
Yes. Allie integrates directly with Cliniko via the official API. Once connected, Allie automatically syncs your booking, cancellation, and revenue data daily — no CSV exports required. Setup takes under 5 minutes. Allie also integrates with Halaxy, Nookal and Splose.
How can Allie help me manage a high NDIS caseload in my OT practice?+
Allie helps OT practice owners understand the financial performance of their NDIS caseload by tracking revenue per NDIS appointment, cancellation rates by funding type, and NDIS versus private revenue mix. For practices where NDIS represents 70-90% of total revenue, this visibility is essential for understanding the impact of NDIS price guide changes and making informed decisions about caseload structure.
How long does it take to set up Allie for an OT clinic?+
Setup takes under 5 minutes. You connect your practice management software via a one-click integration and Allie begins syncing immediately. Most OT clinic owners have their first insights — including their true billable hours ratio, cancellation rates by appointment type, and practitioner utilisation — within the same day they sign up. No IT skills required.
Start today — free for 30 days

Ready to find out how many of your
OT hours are actually billable?

Join 350+ clinic owners using Allie to identify bottlenecks and grow revenue. Connect Cliniko, Halaxy, Nookal or Splose in under 5 minutes.

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No credit card needed · Cancel anytime · 30 days FREE · Privacy Policy