Divergent Dental Knowledge Base

This page is read only. You can view the source, but not change it. Ask your administrator if you think this is wrong.
===== Monthly Key Performance Indicators =====

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?\\

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.
==== This report is broken down into key segments examining different aspects of the practice: ====

  * Production and Income\\
  * Patient Data \\
  * Top Procedures \\
  * Hygiene KPI's \\
  * Statistics by Provider \\
  * Accounts Receivable \\
  * Summary Statistics \\

//Let's look a little closer at these sections://

===== Production & Income =====
{{:screenshots:samplereport:samplereport:kpi_1.png|500}}

==== Production & Income Office Totals ====
This Net production gives you the tools to see how your month went as far as generating income. The first graph on the upper left indicates just that - your NET Production (after all adjustments) and your income or collections for those days. Underneath each month's stamp, you can see there is the numerical representation of the NET production, the Net Collection, and the Collection Percentage. This chart is a great graphical representation of when your practice thrives throughout the year. As you can see, since this month is for December, the months are all completed and have comparable numbers.  As you will learn in future months, the graphs are only shown with those months with numbers in place. That is, your current month, back to January will be visible on the graph. As a good rule of thumb, you would like your Income numbers to be close to your Net Production numbers. This will also be reflected in your collection percentage on other reports that you receive daily and weekly.

=== Net Production per Day ===
You can also see the NET production per day. Each day is logged individually, and you can see after all adjustments have been applied, the NET production for the month. This quadrant gives you a nice visual so you can identify your strong months, and those months where maybe you could ramp up your marketing efforts, or look to see if there are training opportunities to improve the team. Maybe check the phone logs - there are lots of reasons why production can be up or down on any given month.

=== Net Production per Patient ===
This chart shows the average NET production per patient. Bear in mind that this number will change based on how many patients you see each month. This graphical representation of your average production per patient should fall in line with your NET production graph, but it at least gives you some insight. Maybe December was full of crown and bridge appointments and boosted your average considerably. The summer months could have been filled with recall examinations and simple fillings, leading to a smaller per patient production tally. You have the tools to identify and act upon those trends. 


==== Page 2 ====
{{:screenshots:samplereport:samplereport:kpi_2.png?550|}}

=== Net Production per Hour ===
This graph identifies the NET Production per hour across all providers for the month. These metrics are derived from pretty simple math, Total Production (Net) posted over Hours Worked. In the Open Dental environment, the working hours are taken from the Setup--> Schedules Tool. Dentrix and Eaglesoft store this information differently, so we take it directly from your working schedule. In the Dentrix or Eaglesoft environment, your 'working hours' are defined as the time your first patient's first appointment starts to the time their last appointment ends. We also build in an hour for lunch/breaks.\\
\\
Arming yourself with the knowledge, you can see why overall production may be down across different months. Perhaps you took a vacation (or a CE Course) and was out of town for a week. That would lower the overall production for those months considerably. It could be that you saw some family all on the same day for a month, and that their adjusted production was next to nothing.  Having these charts give you the tools to find those opportunities within your business and your practice. Learn from these trends and make some changes. Set goals for the practice and the providers and strive to stay close to them.
=====Patient Data =====
==== New Patients & Atritions ====
This chart illustrates the **new patient growth at your practice** vs **those patients that haven't been in for 18 months (attrition). This is how Divergent defines Attrition.** New patients that have made and kept (and posted) an appointment are indicated in dark blue. New Patients are counted on the date of their //first completed procedure code,// so they will only be counted once for your practice. The number of patients set as archived or dismissed are the attrition numbers. These are indicated by the light blue data set. A patient is considered as fallen into attrition when their last complete appointment was 18 months ago.\\
\\
This is a great chart to identify opportunities in new patient marketing or patient retention efforts. Do you have a system in place for reactivating patients that haven't been scheduled?  Do you have any active marketing efforts that need to be reevaluated?  What opportunities can you identify?

=== Patients Seen & Reappointment Rate ===
This is the static number of patients that have been seen during the months in which they had an appointment or treatment procedure code posted to their account. The hard number is beneath the graph just below the month label. The **Reappointment Rate** is the rate at which those patients that were seen had scheduled another appointment with at least one procedure code assigned to that appointment. As before, this reappointment rate is based only on those patients that were seen that month and had or have already scheduled another appointment with at least one planned procedure code. Again, we do not differentiate providers to determine their reappointment rate. Any patient could schedule with any active provider, at any point in the future to be considered as reappointed.\\




==== Page 3 ====
{{: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, 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 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.\\

==== Page 4 ==== 
\\

{{: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. \\

===== 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. 

=== Prophies vs Sealants and Fluoride ===
The upper right graph represents the Prophies vs Sealants and Fluoride for all those patients under the age of 18. As the previous graph, this one is purely a count of the procedures performed, and not tied to a dollar amount of production.  


==== Page 5 ====
{{: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 to establish a baseline. \\

=== Crown & Bridge vs Buildups ===
This graphic represents all those crown and bridge procedures performed for the month vs the actual number of build-up procedures performed for the same time period. This is a great comparison for the team to see. You can potentially identify certain trends among your patients on times of year when crown and bridge procedures are more likely to be scheduled and perhaps engage some marketing or dental treatment presentations during those months or the months leading up to those months.

===== Statistics by Provider =====

=== 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. \\
**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 ====
{{:screenshots:samplereport:samplereport:kpi_6.png?550|}}\\

=== Appointments by Provider ===
This graph represents the actual number of appointments completed and sorted out by provider in a similar fashion as the previous graph. The number represented is a count of the appointments, not a production statistic.

=== Net Production per Patient by Provider ===
This chart illustrates the NET production per patient by provider for the month. It is an average of the net production per patient for that month, sorted by provider. 

=== Dentist & Hygienist Net Production ===
This graph is a representation of the Net Production by Dentist (dark blue) and Hygienist (light blue) providers in the office. The total of all the dentist providers are added together and compared to the total of all the hygienist providers.  The Hygiene percentage represents how much of the actual production is represented by hygiene production. The vertical axis on the right side of the graph gives the reference for this statistic.

==== Page 7 ====
{{: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.

Treatment plan numbers are always going to be somewhat dynamic. Nothing is static or stagnant with these metrics. If you presented treatment, for example, in January, but your patient called you now in March and said "Hey, I'm ready to schedule to start things," the January numbers would reflect that this patient now scheduled his treatment and is now a part of those acceptance metrics.\\

The inverse is also true. If a patient that had treatment scheduled in January and scheduled an appointment, say for February, decided that he had to cancel his appointment and did //not// reschedule, he would now count against your acceptance rate and would not be considered accepting treatment at all at this point. If he were to reschedule again at some point, say in May, then the January numbers would have him accepting treatment once again.

=== Case Acceptance, Fees ===
This is similar to the above chart, but rather than looking at a count of patients scheduling new treatment, we're looking at the dollar amount of fees presented and scheduled. As you can see, we provide the total fees treatment planned and the percentage of those fees that are actually scheduled. This metric is the same as the CaseFees as seen on your Morning Huddle Report.\\

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//.\\
\\
This is your Accounts Receivable or more commonly referred to, AR/Aging report. Each aging segment is color coordinated by time frame. The total AR outstanding is represented by the green line, so it's easier to track total AR apart from the bar graphs. From the colors indicated, you can determind a sense of urgency. Cooler colors like blue and green are better than warmer or alarming colors like orange or yellow. The warmer colors indicate older balances and those to be more concerned with.\\

==== Page 8 ====
{{:screenshots:samplereport:samplereport:kpi_9.png?550|}}\\

=== AR Patient & Insurance ===
//As above, this information is only available to our Open Dental customers due to restrictions on the Dentrix and Eaglesoft database structures.//\\
\\
This chart represents your Accounts Receivable as aspects of patient balances or insurance balances. Time is not a factor in this graphic, but rather we are evaluating all of your patient's out of pocket AR vs the total awaiting from insurance provider AR. \\


===== Summary Statistics ===== 
==== Page 9 ====
=== Summary Statistics ===
{{: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:
  * **GrossProd** This is the Gross Production for the month. This does not include any adjustments for insurance or write-offs. It's the pure production number, unfiltered.\\
  * **Adj & WO** This is the total amount of adjustments and write-offs to production for that month\\
  * **NetProd** This is the Net Production for the month. Gross - Adj+WO = Net Production\\
  * **PatIncome** This is the collection amount paid for by patient payments for the month\\
  * **InsIncome** This is the collection amount paid for by insurance payments for the month\\
  * **Income** This is the total amount of Income (collections) recorded for the month. All payments are included here.\\
  * **ColPct** = Collection Percentage; This is the percentage of Production generated that was actually collected for the month.\\
  * **NPs** This is the number (count) of new patients that had at least one planned procedure completed in their account for the month.\\
  * **Attritions** This is the number of patients that have been archived for the month. NOTE: long-term inactive patients do not count on this list, but deceased or dismissed patients are part of this statistic.\\
  * **Hours** This is the amount of hours actually worked according to the schedule setup in your practice management software. If you don't have your schedule set up properly, you may want to double check the settings or [[mailto:info@divergentdental.com|contact us]] for support.\\
  * **Days** This is the count of days the practice was open for business according to the schedule set up in your practice management software.\\
  * **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.\\

Those patients that are already marked as 'Inactive' will show on this report in italics and at the end of the list of patients. You could consider marking these patients as 'Archived' at this point since it's been 18 months since they saw anyone at your office and they're likely not returning at this point. You could use this list for that purpose should you choose to.\\

You could also reach out to patients on this list to be sure they are having their dental needs cared for elsewhere or if they just neglected to return to your practice out of oversight. This is really the last place that these patients are going to show up on a list from us, so we wanted to provide every opportunity to have reached out to them as you'd like. Our aim has always been to arm you with the information you need to make the decision on what to do with your practice.\\

----
{{ :logo:divergent_logo_rectangle.png?300 |}}
Divergent Dental Knowledge Base

User Tools

Site Tools

Page Tools
