Healthcare / Free editable template

Outpatient demand and capacity template

When demand is above capacity, a waiting list grows every week however hard the team works. This chart compares weekly referrals with clinic slots for one specialty over twelve weeks, shows the waiting list rising as a line of counts, and lists the gap and the fixes to test, from an extra clinic to advice and guidance for GPs.

This is a planning example for process improvement, not clinical guidance. Follow your organisation's policies and clinical protocols.

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Outpatient demand and capacity example showing weekly referrals and clinic slots, waiting list growth, gap and fixes to test
Everything in this example is editable. Replace the labels, move the shapes and adapt the layout to your work.

How to use this template

  1. Count both sides

    Pull weekly referrals and the clinic slots actually delivered, not those planned, for the last few months.

  2. Plot them together

    Put demand and capacity side by side for each week and track the waiting list. The gap explains the trend.

  3. Close the gap

    Test ways to add capacity or reduce demand, such as an extra clinic, a nurse-led clinic or advice and guidance.

Questions about this template

Can I use this chart for a different specialty?

Yes. Rename the specialty and replace the weekly referrals and clinic slots with your own figures; the waiting list line then shows whether the gap grows or closes.

Do I need an account to use it?

No. Open the template and edit it in your browser. Your work saves on this device. An account is optional if you want to sync your workspace.

Can I export the finished diagram?

Yes. Use Export in the editor to save a PNG, SVG or PDF, or download an editable .epicdraw backup.

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