Wellness and Intake coordinators (N=18) in September of 2023 recorded their time spent completing a number of predetermined tasks daily for a total of 10 buisness days. The goal of this study was to gain a deeper understanding of the time required to participate in meetings, complete administrative tasks, and serve clients. In addition to the raw number of hours, WCs recorded the number of times the completed the task within a week, allowing us to determine the average hours necessary to serve our clients clinically. This data will be used to optimize the caseloads, particularly for MRCs and HRCs, as LRC as generally served by the RRBCs.


Total hours recorded is the combination of hours recorded by each WC over the 10 day period. Hours of PTO is the number of hours of reported paid time off per WC. Adjusted Total Hours is the sum total of their recorded hours and PTO. Average Weekly Hours is calculated by taking the Adjusted Total Hours and dividing it by “2”. Proportion of HRC is reported in percentages, and was calculated by dividing the Number of HRCs by the Caseload.



Graphical Summary of Time Expendature






The above descriptive statistics were determined through a series of calculations in R. Data was binned into four main categories: Meetings, Administrative Tasks, Client Specific Tasks, and Preparatory Tasks. Within these main categories were a series of subcategories that were predetermined tasks that are expected to occur within a typical week (ex. weekly meetings) or the client journey (ex. Intake, CAMS, Outreach).

“Average Total Hours” per day was calculated by taking the sum of all hours within a subcategory for each WC over the 10 day period, and calculating the average among the WCs.

“Average Weekly Hours” divides the “Average Total Hours” by 2, to estimate weekly time investment.

“Total Number of Events” is the total number of times that event occured over the 10 day assessment period, averaged across WCs.

The “Hours per Event” was calculated by dividing the “Average Total Hours” over the 10 day period by the “Total Number of Events” per 10 day period.




Full September Data: Interactive Table

The data table below includes all data prior to summary statistics. Each WC name was removed and replaced with an alphanumeric identifier. This data is searchable and includes multi-level filtering to easily see the variance between WCs.