Referral-to-Services Timeline Calculator
From First Call to First Service.
Measure intake turnaround, separate internal from external waiting, and find bottlenecks. Enter elapsed days between milestones for a typical case. Optionally paste de-identified total turnaround days for completed cases — never names or patient details.
Results
Total exceeds Capri’s aspirational 30-day planning window — review the largest internal stages first.
Total turnaround
44 days
Internal waiting time
15 days
External waiting time
29 days
Largest bottleneck
14 days
Submitted → authorization approved
Cases still awaiting service
0
- Referral → first contact attempt (internal)1 days
- Attempt → successful contact (external)2 days
- Contact → benefits verified (internal)2 days
- Benefits → assessment & documentation (external)10 days
- Documentation → authorization submitted (internal)3 days
- Submitted → authorization approved (external)14 days
- Approval → staffing coordination initiated (internal)2 days
- Staffing initiated → staff matched (internal)7 days
- Matched → first direct service (external)3 days
What this may suggest
- Internal stages are within your team’s control; external stages depend on families, payers or clinicians but can still be supported with follow-up.
- Staffing coordination can often begin in parallel with authorization rather than after it.
- Capri planning goals (not universal benchmarks or promises): first contact attempt within 24 hours; benefits verification within 24 hours after required information is available; authorization submission within 24 hours after documents are complete; staffing initiated in parallel where feasible; roughly 14–30 days to first service for suitable cases, subject to clinical, payer, family and workforce conditions.
- Clinically necessary assessment and authorization requirements are never bypassed.
Related Capri services
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Educational estimate using transparent formulas and your assumptions. Not financial, legal, accounting or clinical advice. All tools