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--- userguide:monthly_kpi [15:37 Oct 18, 2023]
mattv [Page 3]
+++ userguide:monthly_kpi [16:56 Jan 17, 2024] (current)
mattv [The Attrition List]
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 This is the big one - the Monthly KPI report! It's delivered once a month on the first of the month or the next business day thereafter. This report is a great way to review your entire month at a glance. There are several pages chocked full of practice metrics present on this report. The entire report varies in length depending on the software you're currently using to manage your practice.\\
-You can begin to identify key procedures and trends in your practice with this 'Big-Picture' view. It's also a great tool to identify some strengths, weaknesses, and opportunities present in your dental practice. This report provides the background to that insight. Are enough of your prophy patients getting the perio treatment they really need?  Are you losing too many appointments to cancellations? Is one of your associates or hygienists not scheduling their patients to return to the office? How much of your overall production comes from your hygiene providers?\\
+You can begin to identify //key procedures// and //trends// in your practice with this 'Big-Picture' view. It's also a great tool to identify some strengths, weaknesses, and opportunities present in your dental practice. This report provides the background to that insight. Are enough of your prophy patients getting the perio treatment they really need?  Are you losing too many appointments to cancellations? Is one of your associates or hygienists not scheduling their patients to return to the office? How much of your overall production comes from your hygiene providers?\\
 Over time you'll begin to identify these trends in scheduling, your practice, and your patients. Use these reports to train your team and to identify the potentials for growth.
@@ Line 13: / Line 13: @@
   * Hygiene KPI's \\
   * Statistics by Provider \\
-  * Accounts Receivable
+  * Accounts Receivable \\
+  * Summary Statistics \\
 //Let's look a little closer at these sections://
 ===== Production & Income =====
-{{:userguide:kpi:monthly_kpi_pg1_sample.png?550|}}
+{{:screenshots:samplereport:samplereport:kpi_1.png|500}}
 ==== Production & Income Office Totals ====
@@ Line 31: / Line 32: @@
 ==== Page 2 ====
-{{:userguide:kpi:monthly_kpi_pg2_sample.png?550|}}
+{{:screenshots:samplereport:samplereport:kpi_2.png?550|}}
 === Net Production per Hour ===
@@ Line 49: / Line 50: @@
-==== Page 3 ===
+==== Page 3 ====
-{{:userguide:kpi:monthly_kpi_pg3_sample.png?550|}}\\
+{{:screenshots:samplereport:samplereport:kpi_3.png?550|}}\\
 === Broken & Total Appointments ===
-This graph shows the total number of scheduled appointments along with the number of those appointments that were broken for a given month. The Broken Appointment Percentage is calculated based on the number of total appointments scheduled for all providers vs any broken appointments. (See the Y-Axis on the Right side of the graph)  The statistics for those appointments are below the month labels on the graphs. We determine broken appointments in a few different methods: We search the ledger for the Broken Appointment Codes: D9986 (missed appt) and D9987 (cancelled appt). By breaking the appointment in Open Dental with the broken appointment tools, these codes get added, depending on which type of broken appointment is chosen.
+This graph shows the total number of scheduled appointments along with the number of those appointments that were broken for a given month. The Broken Appointment Percentage is calculated based on the number of total appointments scheduled for all providers vs any broken appointments. (See the Y-Axis on the Right side of the graph) The statistics for those appointments are below the month labels on the graphs. \\
-We also comb through the comm log and account log entries for keywords. These keywords include words like 'Cancelled,' 'Broken,' 'Failed,' 'Missed,' etc. If these keywords appear in a log the same day that person has a scheduled appointment, we will count that appointment as a failed or broken appointment.
+**We determine broken appointments in a few different methods:**\\
+We search the ledger for the **Broken Appointment Codes: D9986** (missed appt) and **D9987** (cancelled appt). By breaking the appointment in Open Dental with the broken appointment tools, or posting these treament plan codes as complete, these codes get added to the ledger, depending on which type of broken appointment is chosen.
+We also comb through the communications and account log entries for **keywords.** These keywords include words like //'Cancelled,' 'Broken,' 'Failed,' 'Missed,'// etc. If these keywords appear in a log the same day that person has a scheduled appointment, we will count that appointment as a failed or broken appointment. \\
+=====Top Procedures =====
 === Production by Category ===
-These two charts illustrate the amount of certain procedure codes generate in production from last month vs an average of all 12 rolling months. //For example//: Last month, in this report, 26.8% of total production ($41,978.00 was from crown and bridge appointments. Compare that to the average of the last 12 months of 27.4% ($43,149.00) and you can see that you had a month fairly close to the average for crown and bridge appointments. In contrast, you can see the implant percentage nearly doubled over the 12 month average. These procedures are only shown on these charts if they are among your top 10 procedure code production categories.
+These two charts illustrate the amount of certain //procedure categories// generate in production from last month vs an average of all 12 rolling months.\\
+For example//: Last month, in this report, 26.8% of total production ($41,978.00 was from crown and bridge appointments. Compare that to the average of the last 12 months of 27.4% ($43,149.00) and you can see that you had a month fairly close to the average for crown and bridge appointments. In contrast, you can see the implant percentage nearly doubled over the 12 month average.// \\
+These procedures are only shown on these charts if they are among your top 10 procedure code production categories.
 === Production by Procedure ===
-This chart gives you your top 10 Production producing procedure codes. Again, you can see the percentage of total production along with the actual dollar amount of production on this chart. You can identify where your practice is doing well, along with areas that have a greater opportunity. Maybe you had a rough month of tough endo and had to refer out to a specialist several times. Perhaps your team thought there was more perio patients in the schedule than there actually was.  Now you have some tools along with your data to identify these trends.
+This chart gives you your top 10 Production producing //procedure codes.// Again, you can see the percentage of total production along with the actual dollar amount of production on this chart.\\
+You can identify where your practice is doing well, along with areas that have a greater opportunity. Maybe you had a rough month of tough endo and had to refer out to a specialist several times. Perhaps your team thought there was more perio patients in the schedule than there actually was.  Now you have some tools along with your data to identify these trends.\\
-===== Page 4 =====
+==== Page 4 ====
-{{:userguide:kpi:monthly_kpi_pg4_sample.png?550|}}
+\\
+{{:screenshots:samplereport:samplereport:kpi_4.png?550|}} \\
 === Patients by Age, Previous 18 Months ===
-This graph shows you the age ranges of your current 18 month active patient base. The ages are based on those patients that had or have scheduled appointments during that time frame. Any patients facing attrition are not counted within these statistics.
+This graph shows you the age ranges of your current 18 month active patient base. The ages are based on those patients that had or have scheduled appointments during that time frame. Any patients facing attrition are not counted within these statistics. \\
+===== Hygiene KPI's =====
 === Key Hygiene Procedures List ===
 The Key Hygiene Procedures list your top hygiene production codes by number of procedures performed. This is purely a count of the number of the procedures that were performed that month.
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 ==== Page 5 ====
-{{:userguide:kpi:monthly_kpi_pg5_sample.png?550|}}\\
+{{:screenshots:samplereport:samplereport:kpi_5.png?550|}}\\
 === Perio vs Prophy ===
-The lower left graph is perhaps one of the most important on this page: Perio vs Prophy. This graph is a representation of the count of procedures for those patients that have had prophy, perio maintenance, and scaling and root planing curettage posted to their account ledger that month. This is again a count of the number of procedures performed and not tied to a production dollar figure, but you can extrapolate the data. If you're looking to grow your perio programs, this is a great place to start.
+The lower left graph is perhaps one of the most important on this page: //Perio vs Prophy.// This graph is a representation of the count of procedures for those patients that have had prophy, perio maintenance, and scaling and root planing curettage posted to their account ledger that month. This is again a count of the number of procedures performed and not tied to a production dollar figure, but you //can// extrapolate the data. If you're looking to grow your perio programs, this is a great place to start to establish a baseline. \\
 === Crown & Bridge vs Buildups ===
@@ Line 89: / Line 103: @@
 === Net Production by Provider ====
-This first chart represents the NET Production sorted by provider for the practice. Each provider is represented in this chart and sorted by color. The actual NET production is shown under the month label along the horizontal axis. This is a quick tool to monitor production by provider for the entire practice at the end of the month.
+This first chart represents the NET Production sorted by provider for the practice. Each provider is represented in this chart and sorted by color. The actual NET production is shown under the month label along the horizontal axis. This is a quick tool to monitor production by provider for the entire practice at the end of the month. \\
+**NOTE:** There is only room on one graph for **8 providers.** \\
+If your practice has more than 8 providers, a second graph will populate with the same heading underneath the current graph. Depending on those provider's start dates, both charts may not be identical in their representation of time (12 months history). If you have questions about any of these topics, please [[mailto:matt@divergentdental.com|reach out to our support team directly.]]
 ==== Page 6 ====
-{{:userguide:kpi:monthly_kpi_pg6_sample.png?550|}}\\
+{{:screenshots:samplereport:samplereport:kpi_6.png?550|}}\\
 === Appointments by Provider ===
@@ Line 105: / Line 121: @@
 ==== Page 7 ====
-{{:userguide:kpi:monthly_kpi_pg7_sample.png?550|}}\\
+{{:screenshots:samplereport:samplereport:kpi_7.png?550|}}\\
 === Case Acceptance, Patients ===
 Case acceptance is illustrating how your office and team are doing at scheduling newly presented treatment. These metrics are derived from the same place that the CasePats from the Morning Huddle and the Daily Dashboard come from. For the month, of all those patients that had new treatment presented, how many scheduled at least one newly planned procedure code. You can see we provide the count of patients that had new treatment presented and the percentage of those patients that scheduled new treatment. The percentage is on the right Y-axis.
@@ Line 118: / Line 134: @@
 Just like Case Acceptance metrics (CasePats), the CaseFees, or the Percentage of fees of new treatment presented is also dynamic and updates as the months and schedules go by. Like the examples for Case Acceptance, if a patient schedules their teratment while they're in the office the day it is originally presented, they are having their fees counted toward the CaseFees Percentage metric. The inverse is also true, should they cancel their appointments.\\
+===== Accounts Receivable =====
 === AR Aging ===
 //This feature is only available to Open Dental Customers currently. Dentrix and Eaglesoft have restrictions on how we can access this data in their database structure//.\\
@@ Line 124: / Line 141: @@
 ==== Page 8 ====
-{{:userguide:kpi:monthly_kpi_pg8_sample.png?550|}}\\
+{{:screenshots:samplereport:samplereport:kpi_9.png?550|}}\\
 === AR Patient & Insurance ===
@@ Line 132: / Line 149: @@
+===== Summary Statistics =====
 ==== Page 9 ====
 === Summary Statistics ===
-{{:userguide:kpi:monthly_kpi_pg9_sample.png?750|}}\\
+{{:screenshots:samplereport:samplereport:kpi_10.png?550|}}\\
 The last page of the Monthly KPI report is a total summary of all the numerical figures important to the health of your practice as a business. Each month is broken down into 13 categories for analysis.  Let's define those categores:
@@ Line 150: / Line 168: @@
   * **CasePats%** This metric is the case acceptance per patient by percentage for the past month. That is, those patients that had newly planned treatment procedures to their chart, and have scheduled at least one of those appointments with one of those newly planned codes.
   * **ReAppt%** As before, this is the percentage of patients that were seen that month that have another appointment in the future with at least one procedure code attached to it.\\
+\\
+==== Page 10 ====
+=== Summary Statistics ===
+{{:screenshots:samplereport:samplereport:kpi_10.png?550|}}\\
 ======The Attrition List =======
+{{:screenshots:samplereport:samplereport:attrition.png?550|}}\\
 The Attrition List Report is compiled once per month and is a separate attachment to the Monthly KPI Report. Recipients that receive the Monthly KPI will also receive the Attrition List. **We are not able to separate those who receive the Monthly KPI and the Attrition List at this time.** We consider any patient in attrition to be those patients where it has been 18 months since their last visit to your practice.\\

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