Does this decide how often someone should be seen?

No, and it deliberately cannot. Frequency is a clinical decision and it is an input here. What the planner does is count dates: given the frequency you chose, do the authorised visits fit in the window, and if not, by how much do they miss.

Why do my authorised visits not fit?

Almost always because of dates removed in the middle — a closure week, annual leave, a public holiday taking out a Monday. Each quietly removes an appointment the plan was counting on, and because the first two months look on schedule, the shortfall only becomes visible at the end when the time cannot be made back.

Should I schedule extra visits to cover cancellations?

That moves the problem rather than solving it. What helps is having spare dates left at the end, so a visit cancelled in week three can be recovered in week eleven. The planner shows how many spare dates remain and whether they are enough to absorb the cancellation rate you assumed.

Why are reassessments counted as visits?

Because they occupy an appointment slot. Treating them as free is a common way a plan ends up two short — they get scheduled separately in someone's head and never subtracted from the total.

Does it check what a payer will authorise?

No. Authorisation rules vary by payer, plan and setting, they change, and no tool should present them as settled. You enter the number of visits; the planner only asks whether they fit on a calendar.

Is any patient information involved?

None, and there is nowhere to enter any. The planner works with a count of visits, a date range and days of the week. The CSV contains dates and visit numbers only.

Is anything uploaded?

No. It all runs in your browser and nothing is sent anywhere.

Therapy Visit Frequency Planner

Whether a course of visits fits in the time available — and if it does not, exactly where it goes wrong. A calendar question, deliberately: how often someone should be seen is your decision and an input here.

Calendar feasibility only This does not decide clinical frequency, determine what a payer will authorise, or say whether a plan is appropriate. It counts dates. Everything clinical stays with you, and there is nowhere here to enter anything about a person.

The plan

Visits planned or authorised

Window starts

Window ends

Reassess every N visits

Expected cancellation rate

Days of the week available

Closures and leave

One per line, as a single date or a range: 2026-10-26 to 2026-10-30. These are the dates that quietly make an authorisation unusable.

Does it fit?

The draft calendar

The authorisation that cannot be used

This is the failure the planner exists to catch, and it is not obvious while it is happening.

Twenty visits authorised, twice a week, over a window that looks long enough. Somewhere in the middle there is a week of closure, or annual leave, or a public holiday that takes out a Monday. Each of those quietly removes an appointment that the plan was counting on.

Nobody notices, because for the first two months everything is on schedule. The problem surfaces in the last fortnight, when it becomes clear there are four visits left and three appointments to put them in — and by then the time cannot be made back.

Counting the dates at the start takes a minute and moves that discovery to a point where something can still be done about it: another day of the week, an earlier start, or a conversation about extending the window.

Why cancellations need a cushion, not an average

A 15% cancellation rate across twenty visits means roughly three will not happen. That is not a reason to schedule three extra — it is a reason to make sure there are spare dates at the end to put them in.

Those two things look similar and behave completely differently. Extra visits scheduled up front simply move the problem; spare dates at the end are what allows a cancelled visit in week three to be recovered in week eleven. The planner shows the spare dates left over and says whether they are enough to absorb the cancellation rate you assumed.

Reassessments take an appointment

A reassessment occupies a slot like anything else. Counting them as free is one of the more common ways a plan ends up two visits short, because they are scheduled separately in someone's head and then never subtracted from the total.

Set the interval and they are numbered into the sequence, taking their place in the count rather than sitting outside it.