Free tool
Cranial prosthesis price builder
Work out what a full custom unit should sell for once the vendor cost, the chair hours and the follow up visits you include are all on the page.
Free tool, no sign up
Fitting chair capacity planner
Find out how many full fittings your week actually holds once the letters, submissions and claim follow up calls are counted against the same hours.
Capacity in a hair loss studio is not just chair minutes divided by appointment length. Every fitting that goes out with a cranial prosthesis claim brings desk work with it: the letter, the itemized invoice, the physician prescription chase, the submission and then the follow up calls two weeks later when nothing has happened. That work has to happen inside the same open hours.
This planner charges claim time against your chair time so you can see the real number. If it comes out lower than the number you have been booking to, that is not a scheduling error, it is why you are staying late. Adjust the claim minutes down as your paperwork gets faster and watch how much capacity a tighter process returns to the week.
Your result
Working minutes available a week
1,800
All the minutes your studio has for client and claim work combined.
True minutes per fitting
111
Chair time plus the average claim desk time each fitting drags behind it.
Full fittings your week holds
16.2
The realistic booking ceiling before anything runs over into your evenings.
Hours a week on claim paperwork
5.7
Desk hours the insurance side takes out of a fully booked week.
Run it once with your current claim minutes and once with the number you think a tidy process would hit, and the difference is the capacity a better paperwork routine hands back to you.
The half hour nobody schedules
Ask a studio owner how long a fitting takes and she will answer in chair time, because that is what the calendar shows. The claim behind it is invisible work done between clients, during lunch, or at nine at night. It still takes the same thirty to forty minutes whether it is scheduled or not.
Making it visible changes decisions. If claim work is a full working day inside a busy week, it is worth deciding whether it should be your day or someone else's, and whether the letter should be generated from the fitting record instead of retyped for every client. The number on this page is the argument for whichever change you pick.
Booking to a number you can hold
Overbooking in this trade does not show up as a missed appointment. It shows up as a claim that goes out eleven days late, a client calling to ask where her letter is, and a denial you never had time to appeal. The chair looks full and the back office is where it breaks.
Set your weekly fitting target at or just under the number this planner gives you, then protect one block a week for claim work in the same way you would protect a fitting. Studios that do this usually find their claims settle sooner, which matters more to a client waiting on reimbursement than an appointment three days earlier would have.
Questions about this calculator
What should I put for desk minutes per claim?
Time yourself on the next three claims from first draft to submitted, and include the follow up calls. Most studios that have never measured it guess low by ten or fifteen minutes. Once the letter is generated from the fitting record rather than rewritten, that number usually falls sharply.
Should consultations count as full fittings here?
If a pre chemotherapy consultation runs ninety minutes and produces measurements and an order, count it as a fitting. Short browsing appointments and quick adjustment visits are better handled by lowering your usable chair hours per day instead. The goal is a booking ceiling you can actually hold.
My claim share is much higher than sixty percent. Is that unusual?
It varies a lot by studio. A boutique built on hospital oncology referrals may see a claim on almost every unit, while a studio with more alopecia and thinning clients paying out of pocket or with an HSA card will see fewer. Set the slider to your own mix rather than any average.
More free tools and working documents
Working document
The cranial prosthesis claim file checklist
Everything that belongs in one client's claim file, in the order you actually collect it, from the first phone call to the day the reimbursement lands.
Take the number into a real fitting file
The figure on this page only matters if it survives a client sitting in your fitting chair. Inside StrandRestore that price attaches to the unit itself, along with the vendor order, the deposit, the itemized invoice and the claim that follows her out the door. Book a demo and bring the numbers you just entered so we can build the file around them.