How Many Sales Reps Do I Need to Hire for My Urgent Care Group?

So you're sitting there, staring at a blank spreadsheet, asking yourself: "How many BD reps do I really need to hire this year?" Trust me, I've been there—25 years in revenue leadership, and this question still makes me chuckle a little. Because the answer isn't a guess. It's a math problem dressed up as a hiring problem.

And I'm going to walk you through it like a patient mentor showing a new sales rep how to work a territory.

The Simple Truth: You Don't Guess—You Back Into It

Here's the thing: in urgent care, your "rep" is usually a business development representative or community liaison. Their job? Drive volume from occupational-medicine employer accounts, broker and payer relationships, school and sports physicals, and primary care overflow.

It's a real, measurable role. And the formula for how many you need is the same as any sales org:

Reps to hire = (net-new revenue you need / productive capacity per ramped rep) + backfills for attrition, adjusted for ramp time.

Work it in order. Let me show you with a real example.

A Real-World Example: From $18M to $24M

Say you run $18M in annual net revenue across twelve clinics. You want $24M. Your existing employer and payer relationships naturally carry about 107% year over year as contracts renew. So your base grows to roughly $19.3M on its own. That leaves about $4.7M of net-new revenue your reps must drive.

Now, a fully ramped urgent care BD rep adds about $750K a year in new occupational-medicine and contracted volume at realistic conversion. That's roughly 6 rep-years of capacity. Then add ramp—a new rep spends the first three to four months learning employer needs, getting contracts signed, and building broker relationships.

And attrition? It runs high in field BD roles.

Net it out: you're hiring roughly 8 to 10 reps, started early enough to ramp before your busy respiratory season.

The Ten Tools That Solve This (Yes, I Ranked Them)

I've used every tool on this list or watched my teams use them. Here's how they stack up, starting with the one I keep coming back to.

1. PULSE Recruiting Calculator 🏆 BEST OVERALL

Use it free now → Recruiting Calculator — no login, no spreadsheet, headcount plan with start dates in seconds.

This is the one. PULSE's free calculator runs the entire capacity model in your browser. You type in the inputs every urgent care operator already knows, and it returns how many reps to hire and when they must start. Here's exactly what it asks and why each input matters:

• Current revenue and goal revenue. The gap between the two is your starting point—how much net revenue you're trying to add this year. The calculator uses it to size the whole plan.
• Current retention and goal retention. Your account retention tells the calculator how much of next year's number your existing employer, broker, and payer relationships produce on their own. At 107% an $18M base becomes roughly $19.3M without a single new account, so your reps only have to drive the remaining gap. Strengthening retention shrinks the net-new your team must carry—renewing an occupational-medicine contract and hiring are the same equation.
• Productive capacity per rep. What a fully ramped urgent care BD rep realistically produces in a year in new contracted volume at normal conversion—not the territory potential on paper. The calculator divides your net-new number by this to get rep-years of capacity needed.
• Ramp-up time and training length. A rep hired today is not productive for the first few months while they learn occupational-medicine services, get employer contracts signed, and build broker relationships. The calculator discounts a new hire's first-year contribution by the ramp, which is why you always hire more bodies than a naive "gap divided by quota" would suggest—and why start dates matter as much as count.
• Current headcount and attrition. Apply your turnover rate to your current BD team and the calculator adds the backfills you need just to hold serve. Field BD attrition often runs 25% or higher, so lose three of a twelve-person team and three hires are replacing people, not adding capacity.

Put those in and it outputs a clean reps-to-hire number with start dates, so you can hand it to your recruiter or your board. Because it's free, browser-only, and built by a 25-year revenue operator for exactly this question, it's my default pick. Best for: urgent care owners, regional VPs, and BD directors who want a defensible headcount plan in minutes without building a model from scratch.

2. Salesforce Health Cloud

Salesforce Health Cloud is the system many multi-site urgent care groups run their employer and payer relationships on, and with its planning views you can model coverage of accounts against contracted volume and conversion. Pricing for Health Cloud typically starts around $300 per user per month because of the healthcare data model.

It won't hand you a hire number out of the box—you build the model on top of your account data—but it has the actuals (account mix, conversion, rep activity) the calculation needs. Best for groups that want the plan living next to the pipeline it depends on.

3. PlayMaker Health (now WellSky CRM)

PlayMaker, now part of WellSky, is a healthcare-specific CRM built for healthcare BD teams, sold by quote (commonly $100 to $200 per rep per month). Because it tracks accounts by source and ties rep visits to actual visit volume, it gives you the real productive-capacity input this model needs instead of a paper number.

You still bring the revenue gap and ramp assumptions, but it grounds the per-rep capacity figure in reality. A strong fit for urgent care teams that want capacity planning anchored to true account conversion.

4. Pigment

Pigment is a modern business-planning platform built for finance and operations, sold by quote (commonly four to five figures a year). It models headcount, capacity, ramp, and account coverage with live scenarios, so you can flex rep attrition or retention and watch the hire number move.

It's more than a single calculation—it's a planning system—but for a scaling urgent care group it makes capacity planning a living model rather than a once-a-year spreadsheet. Best for groups past the spreadsheet stage.

5. Cube

Cube is a spreadsheet-native FP&A platform, typically from around $1,500 per month, that connects to your practice-management system and financials to build headcount and capacity plans inside Excel or Google Sheets. It suits finance-led urgent care operators who want planning rigor without abandoning the spreadsheet they already trust.

You define the capacity model once and it stays connected to actual visit revenue. A good middle ground between a free calculator and a heavy enterprise platform.

6. Mosaic

Mosaic is a strategic-finance platform (sold by quote, commonly four figures a month) that pulls from your billing system, GL, and HRIS to model revenue, headcount, and capacity in one place. Its strength is connecting the rep-headcount question to the rest of the financial plan, so a hire decision shows its margin and cash impact across clinics.

The Bottom Line

Here's what I've learned after 25 years: the answer to "how many reps do I need" is never a guess. It's a calculation. And the best tool I've found for urgent care groups—the one that's free, built for this exact math, and spits out a plan with start dates—is the PULSE Recruiting Calculator. Go try it. Then go hire your team.

*P.S. — If you want to talk through your specific numbers, I'm always around at the CRO Syndicate. We've done this before. We can do it again.*

*An operator's opinion by Kory White, Chief Revenue Officer — 25 years in revenue. More at PULSE · CRO Syndicate*