Highbar Physical therapy & Health blog

One of the most confusing parts of evaluating early-career PT jobs is understanding what a reasonable caseload looks like. Programs often don’t teach the operational side of outpatient work, so new grads frequently accept expectations that are too high—or avoid solid opportunities because they don’t know what normal is.

This guide breaks down realistic caseload numbers, how they vary across settings, and how to assess whether a clinic’s expectations are sustainable for your first year.

Typical New Grad Caseload Ranges

Outpatient clinics generally fall into a few predictable patterns. While every organization is different, common ranges look like:

• Evaluation slots: 45–60 minutes
• Follow-up treatments: 25–30 minutes
• Daily patient volume: 10–12 patients per full day after a ramp-up period

A more supportive new-grad environment often looks like:

• Gradual ramp-up over 8–12 weeks
• Longer eval times early on
• Protected mentorship time
• Reasonable documentation expectations

A more aggressive environment might push:

• 12–16 patients per day
• Shorter evaluation times (30–40 minutes)
• High productivity pressure
• Minimal protected time to document

Neither model is inherently “bad,” but one may not match your learning needs early in your career.

Understanding Caseload vs. Productivity

Caseload and productivity are related, but different.

Caseload = number of patients you see
Productivity = units billed or percentage of time considered “productive”

A clinic may ask for:

• A certain number of units per hour
• A percentage target (for example, 85% productivity)
• A minimum billable standard per day

Key questions to ask:

• “How do you calculate productivity?”
• “Does documentation count toward productivity?”
• “What happens if someone doesn’t hit targets regularly?”

High productivity demands don’t automatically mean burnout, but unclear expectations often do.

What’s Reasonable for a New Grad in the First 90 Days

A sustainable first 90 days often includes:

• A reduced caseload at the start (6–8 patients/day)
• Protected time for documentation
• Observational time early
• A gradual build toward 10–12 patients/day
• Regular check-ins with a mentor or lead PT

This pace allows new grads to:

• Build evaluation flow
• Develop clinical reasoning
• Manage time effectively
• Learn documentation systems
• Avoid patterns that lead to burnout

If a clinic expects you to start at a full caseload immediately, ask clarifying questions about support and transition planning.

Factors That Change Caseload Expectations

Several variables influence how many patients you’ll see:

• Clinic model
  
  • Traditional outpatient
  • High-volume / high-turnover
  • One-on-one care
  • Hybrid models
• Patient population
  
  • MSK
  • Sports
  • Chronic pain
  • Post-surgical
  • Mix of all
• Scheduling structure
  
  • One-on-one for the full session
  • One-on-one split with overlapping care
• Team-based approaches
  
  • Staffing and support
  • Front-desk efficiency
  • Techs or aides (where appropriate by state law)
• Documentation systems (slow systems = slower days)

Reviewing clinic websites like https://www.highbarhealth.com/locations
can give you a sense of what outpatient MSK clinics typically look like, which can help you better evaluate expectations.

How to Advocate for a Manageable Caseload

Use clear, non-defensive language when discussing caseload expectations.

Examples:

• “Can you walk me through how caseload ramps up for new grads?”
  This helps you understand timing and support.
• “How much time do new grads typically have for documentation during the day?”
  Time pressure is a major contributor to burnout.
• “What’s the average patient volume for clinicians with one year of experience here?”
  This helps you see whether clinicians stay and grow.
• “How do you support clinicians who feel overwhelmed with caseload?”
  The answer reveals how the team treats people under stress.

Good employers provide a structured, predictable progression—not guesswork.

Red Flags to Watch For

These patterns often indicate an unsustainable environment for early-career PTs:

• Full caseload expected on day one
• Vague answers about mentorship
• Productivity goals without explanation
• Schedule double-booked without support
• Limited evaluation time
• No structured onboarding
• High clinician turnover

If answers feel unclear or defensive, trust your instinct.

Final Takeaway

Most new grad PTs thrive when their clinic provides:

• A clear ramp-up plan
• Reasonable daily volume
• Protected time for documentation
• A supportive, approachable team
• Structured mentorship

Understanding caseload expectations is one of the most important steps in choosing a job that builds your confidence rather than draining it.