You can’t improve what you don’t measure. If you want to increase your dental practice revenue by 50%, you must know your numbers not just production, but the underlying metrics that drive success. Running a dental practice without tracking data is like flying a plane with no instruments: you might stay in the air, but you have no idea where you’re headed or when you’ll land.
When you measure the right key performance indicators (KPIs), you gain:
- Clarity on what’s working and what isn’t.
- Early warning signs of revenue leaks.
- Focus on actions that drive the biggest impact.
- Team accountability and alignment.
Why Measuring Matters for Growth
Think about this:
- Do you know your exact case acceptance rate?
- Do you know how many treatment dollars are sitting “unscheduled” in your software?
- Are you tracking production per hour and per provider?
If you’re guessing the answers to these, you’re leaving revenue on the table. Most practices have hidden opportunities worth thousands each month and they can only be uncovered through data.
Core KPIs Every Dental Practice Should Track
Below are the critical metrics to monitor weekly or monthly. Together, they give you a full picture of performance.
1. Production Metrics
- Gross Production: Total billed before adjustments.
- Net Production: What remains after insurance write-offs or discounts.
- Production Per Hour (PPH):
Goal: $400–$600 per doctor hour and $150–$200 per hygienist hour.
2. Collections Metrics
- Collection Percentage: (Total collected ÷ Total net production).
Goal: 98% or higher. - Accounts Receivable (A/R): Total outstanding balances.
Goal: Keep A/R under 1 month of net production.
3. Hygiene Metrics
- Hygiene Reappointment Rate: Patients who book their next visit before leaving.
Goal: 90% or higher. - Hygiene Production: Should account for 25–35% of total practice revenue.
4. Case Acceptance Rate
- The % of recommended treatment that patients accept.
Goal: 70–85% (tracked by dollar amount, not just procedures).
5. New Patient Metrics
- New Patients per Month: Ideal target depends on your practice size, but 20–40/month is common.
- Source of New Patients: (Referrals, Google Ads, SEO, insurance, etc.)
6. No-Show and Cancellation Rate
Percentage of patients who cancel or miss appointments.
Goal: Under 5%.
7. Unscheduled Treatment Value
The total $ value of diagnosed but unscheduled treatment in your database.
Goal: Reduce this by 10–20% each quarter through follow-ups.
Tools to Track Your Metrics
1. Practice Management Software Reports
- Dentrix, Eaglesoft, Open Dental, or Curve Dental have built-in reporting dashboards.
- Learn which reports show production, collections, A/R, and unscheduled treatments.
2. Third-Party Analytics Platforms
For deeper insights and visual dashboards:
- Dental Intel
- Practice by Numbers
- Jarvis Analytics
These tools:
- Track KPIs automatically
- Generate “unscheduled treatment” lists
- Offer visual charts for case acceptance and production
Tip: Assign a team member (like your office manager) to review analytics weekly.
The “Daily, Weekly, Monthly” Tracking System
Not every KPI needs to be reviewed daily. Instead, follow this simple rhythm:
Daily
- Production and collections for the day.
- Unfilled chair time or last-minute cancellations.
- Number of same-day treatments completed.
Weekly
- Total production vs. goal.
- Hygiene reappointments.
- Unscheduled treatment follow-ups.
- Call conversion rate (how many calls turned into booked visits).
Monthly
- Case acceptance rate.
- Total new patients and source.
- A/R aging report (0–30, 31–60, 61+ days).
- Marketing ROI (cost per lead, cost per patient).
- No-show/cancellation trends.
Set SMART Goals Based on Data
Simply measuring data isn’t enough, you need specific goals. For example:
- Increase hygiene reappointment rate from 80% to 90% in 3 months.
- Reduce unscheduled treatment value by 20% by improving follow-ups.
- Add 10 new Invisalign cases per month by improving consult presentations.
SMART Goals Framework:
- Specific (e.g., “Increase reviews on Google by 25 this month”)
- Measurable (track progress easily)
- Achievable (realistic targets)
- Relevant (aligned with revenue growth)
- Time-bound (deadline-driven)
Involve Your Team in the Numbers
Numbers shouldn’t just be for the owner or office manager, they should guide your entire team.
1. Share Metrics at Morning Huddles
- Show daily production targets vs. booked appointments.
- Identify patients with unscheduled treatment (perfect for same-day dentistry).
2. Celebrate Wins
When goals are hit say, hygiene reappointments hit 95% acknowledge the team effort. Positive reinforcement drives motivation.
Use Metrics to Spot Bottlenecks
The numbers will show you where revenue is leaking:
- Low case acceptance? Improve treatment presentations.
- High cancellations? Tighten reminder systems.
- Low production per hour? Streamline scheduling or delegate tasks.
Example Scenario:
If your case acceptance rate is only 50%, but your average treatment plan value is $2,000:
Increasing acceptance to 70% could add $20,000 per month in revenue without adding a single new patient.
Monitor Marketing ROI
Many practices overspend on marketing without tracking returns. Metrics to monitor include:
- Cost per lead (CPL): How much you spend to get one inquiry.
- Cost per acquisition (CPA): How much it costs to get a new patient.
- Lifetime Value (LTV): Average revenue per patient over 5+ years.
Example: If you spend $1,000 on ads and generate 10 new patients worth $2,500 each over time, that’s $25,000 in potential revenue a 25x ROI.
Leverage Real-Time Dashboards
Real-time dashboards display your data live, keeping everyone focused on the numbers that matter.
- Set daily production and collection targets.
- Track how many unscheduled treatments were closed today.
- Display leaderboards for referrals, reviews, or call conversions.
Tech Tip: Tools like Dental Intel or Practice by Numbers can email you “Daily Practice Snapshots” summarizing all key metrics.
Analyze Trends, Not Just Snapshots
Monthly reviews of your KPIs are helpful, but trends over time tell the true story:
- Are cancellations increasing each quarter?
- Is case acceptance improving after staff training?
- Are new patient numbers consistent, growing, or declining?
Goal: Aim for continuous improvement, even if just 1–2% better each month.
Data-Driven Dentistry = Predictable Growth
Measuring and managing your KPIs turns your dental practice from “reactive” to proactive. Instead of wondering why growth has stalled, you’ll:
- Know exactly where revenue is leaking.
- Identify which actions create the best results.
- Empower your team to improve specific metrics.
When you track, analyze, and act on your data, hitting that 50% revenue increase becomes far more achievable because you’ll know which levers to pull.