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Caregiver Unfilled Shift Cost Calculator

When a caregiver calls off, your scheduler can arrange coverage, offer extra pay, or leave the visit unfilled. Compare the lost margin from an uncovered shift with the cost of coverage, including scheduling time and any pay premium. Use your call-off history to estimate the annual cost.

About this calculator

Your results update in your browser as you enter your figures.

Related note: What caregiver turnover costs a home care agency Note reviewed

What to expect Have your billing rate, caregiver wage, typical shift length, and coverage pay ready. The calculation takes about three minutes.

Your rates

$
CareScout reports a 2025 national median of about $35 per hour for private-pay nonmedical home care. Use your agency's rate.
$
The May 2025 BLS median was about $17 per hour for home health and personal care aides. Use your average caregiver wage.
Enter your usual shift length.

Covering the shift

Use 1.0 for regular pay or 1.5 for time and a half, based on your payroll rates.
$
Enter the flat bonus paid for picking up a shift, or $0.
Scheduling and call-off details

Scheduling time

$
Count the time spent calling caregivers, sending texts, and adjusting schedules. Review a typical week to estimate the minutes spent on each call-off.

Annual call-offs

%
Use last month's call-off records to calculate your weekly average and the percentage of shifts your team covered.

Cost of one uncovered shift

$0
$0 difference per call-off
Cost with coverage
$0
Annual call-off cost
$0
An uncovered shift costs $0, compared with $0 for coverage. The difference is $0 per call-off.

Your shift cost breakdown

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Send yourself a copy of your calculation and inputs.

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How the calculation works

Compare an uncovered shift with coverage

An unfilled visit costs the contribution margin you would have earned, plus scheduling time. Coverage preserves that margin but can add extra pay, a pickup bonus, and scheduling costs. The calculator shows the cost of each option.

See the cost details

Contribution margin at risk

A four-hour shift billed at $35 per hour with $17 in caregiver wages has $72 in contribution margin before scheduling costs.

Scheduling time

At an office rate of $30 per hour, an hour spent arranging coverage adds $30 to the shift cost.

Cost of coverage

Coverage costs include scheduling time, any pay premium above the planned base wage, and pickup bonuses. At regular pay with no bonus, the additional cost is scheduling time.

Build a stronger backup coverage plan

Track call-offs and plan backup coverage

Use the Shift Coverage and Call-Off System to track call-offs, spot recurring patterns, and organize backup coverage. It includes intake and coverage scripts, a backup roster, and a one-page call-off policy.

$44

One-time purchase. Instant download.

See the Shift Coverage and Call-Off System

30-day refund. Questions? Reply to your receipt or email support@truestephr.com.

Related resources

Related calculators and research

  • Reference note What caregiver turnover costs a home care agency Review caregiver replacement cost estimates and why departures in the first 90 days matter.
  • Reference note The cost of absenteeism Explore the costs of employee absences, how they vary by role, and how protected leave is treated.
  • Reference note What employee turnover costs Compare replacement costs by role, from departure through full productivity.
  • Calculator Caregiver Turnover Cost Estimate the cost of caregiver departures, including hiring, training, office time, and uncovered visits.
  • Calculator Shift Staffing Calculate the headcount needed to keep every shift filled without overtime, using the relief factor method.
  • Calculator Absenteeism Cost Estimate annual absence costs, including payroll, coverage, and the impact on other employees.

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Compare this estimate with your records to help plan your next step.

Next steps

Plan your coverage

Find the call-offs that cost the most to manage and see where backup coverage could reduce costs.

01 · Calculate

Compare your coverage options

Use your actual shift lengths, pay rates, and call-off history.

02 · Save and compare

Keep your coverage estimate

Email your results, then track call-offs and coverage in the system.

See the Shift Coverage and Call-Off System →
03 · Home care hiring, scheduling, and retention · $129

Home Care HR System

The Home Care HR System brings six caregiver toolkits together to help manage hiring, onboarding, scheduling, and retention.

See what is inside →