Calculator
What phone tag on dose changes costs your clinic
Put in your cycle starts, your calls per cycle and your coordinator hourly cost to see what the callback loop is costing every month.
Free tools
Free calculators for the cycle coordination desk
Two calculators built from how a stimulation cycle actually consumes coordinator time and clinic money, rather than from generic outpatient office benchmarks.
Fertility coordination has a costing problem. The work is invisible in the schedule because it happens between appointments, in the afternoon after physician review, and on the phone at five when a patient finally calls back. None of it shows up as a billable slot, so it rarely gets counted, and clinics end up staffing by feel and rehiring after somebody burns out.
Both calculators below run on numbers you can pull from your own clinic this week: cycle starts per month, calls per cycle, monitoring visits per cycle and the minutes a coordinator spends per visit. Change the defaults to match your practice. Nothing is stored and nothing is sent anywhere, and you can take the output straight into a staffing conversation.
Calculator
How many active cycles can one coordinator carry
Enter your monitoring pattern and the minutes each touchpoint takes to see the caseload your current staffing can actually hold.
Working document
The cycle start coordination checklist
Everything a coordinator should verify between the physician deciding a protocol and the patient confirming her trigger time, in the order it happens.
Why the cycle calculators are open to anyone
Coordinators already do this arithmetic, usually in pen on the back of a monitoring list. Someone counts the legs of an afternoon dose call, multiplies by the dose changes in an antagonist cycle and then by the month stimulation starts, and tries to work out whether a third coordinator is defensible before the next heavy start week lands. Asking for an email address before showing that sum would be silly, so we do not. Change the defaults to your own monitoring pattern and the figure is yours to keep.
They are worth running even if you never speak to us. A coordinator who can state that the board demands a specific number of team hours a week, and that the callback loop on dose changes costs a specific figure in loaded nurse time, walks into a meeting with a physician owner holding something arguable rather than a feeling that Thursdays are bad. Nothing you type is stored or sent anywhere, so use your real cycle starts, your real hours available for cycle work and your real minutes per monitoring touch instead of rounding for comfort.
You have the number, now decide what it buys
A monthly cost for cycle phone time, or a headroom count that has gone negative, is the opening of a staffing conversation rather than the close of one. Send us what the calculators gave you and we will go through which of those coordinator minutes a written calendar with acknowledgments genuinely takes back. If your cycle volume is too low for the arithmetic to work, we would rather tell you that on the call.