You can't improve what you don't measure. The most profitable dental practices track a core set of KPIs religiously—and use them to make better decisions. Here are the metrics that matter most.
Production Metrics
Daily/Monthly Production
Total value of services performed (before adjustments).
- Target: Varies by practice size; general rule is $1,000-1,500 per hour worked
- Track: Daily, weekly, monthly trends
- Why it matters: Top-line indicator of practice output
Production Per Hour
Production divided by clinical hours worked.
Production Per Visit
Average production per patient visit.
- Benchmark: $250-400 for general practices
- Higher = More comprehensive treatment per visit
- Track by: Provider and appointment type
Collection Metrics
Collection Rate
Collections divided by adjusted production.
| Collection Rate | Assessment | Action |
|---|---|---|
| 98%+ | Excellent | Maintain systems |
| 95-98% | Good | Minor improvements |
| 90-95% | Needs work | Review AR process |
| Below 90% | Critical | Overhaul collections |
Accounts Receivable (AR) Over 90 Days
Percentage of AR that's over 90 days old.
- Target: Under 15% of total AR
- Action if high: Tighten insurance follow-up, implement payment plans
Same-Day Collection Rate
Patient portion collected at time of service.
- Target: 95%+ of patient responsibility
- Why it matters: Much harder to collect after patient leaves
Hygiene Department Metrics
Hygiene Production Per Hour
- Target: $150-200 per hour (3x hygienist compensation)
- Includes: Prophy, perio, sealants, fluoride
Hygiene Reappointment Rate
Percentage of hygiene patients who schedule their next cleaning before leaving.
Periodontal Diagnosis Rate
Percentage of adult patients diagnosed with periodontal disease.
- Benchmark: 30-50% (matches disease prevalence)
- If under 30%: May be under-diagnosing
- If over 50%: Verify calibration with standards
Doctor Exam Per Hygiene
Production generated from doctor exam during hygiene visits.
- Track: Treatment diagnosed and accepted from hygiene handoffs
- Why it matters: Hygiene is your treatment discovery engine
Operational Efficiency
Chair Utilization
Productive chair time divided by available chair time.
- Target: 85%+ utilization
- Calculate: (Scheduled time - No-shows - Gaps) / Available hours
No-Show Rate
Appointments missed without notice.
- Target: Under 5%
- If over 10%: Review confirmation systems
Case Acceptance Rate
Treatment presented vs. treatment accepted.
| Acceptance Rate | Assessment | Focus |
|---|---|---|
| 85%+ | Excellent | Patient trust is high |
| 70-85% | Good | Room for improvement |
| 50-70% | Below average | Review presentation skills |
| Under 50% | Critical | Trust or communication issue |
Overhead Percentage
Total expenses divided by collections.
- Target: 55-65% overhead
- Staff costs: Should be 25-30% of collections
- Lab costs: Should be 8-12% of collections
- Facility: Should be 5-8% of collections
Marketing Metrics
New Patients Per Month
- Target: 20-50 for established practice (varies by size)
- Track: Source of each new patient
Cost Per New Patient
Marketing spend divided by new patients acquired.
- Target: $150-300 per new patient
- If over $500: Review marketing efficiency
Patient Lifetime Value (LTV)
Average revenue per patient over their relationship with practice.
- Estimate: (Average annual production per patient) x (Average years retained)
- Typical: $8,000-15,000 LTV
Building Your KPI Dashboard
Don't try to track everything. Start with these 10 essential metrics:
Daily (Review Each Morning)
- Yesterday's production
- Yesterday's collections
- Today's schedule value
Weekly (Team Meeting)
- Week-to-date production vs. goal
- No-show count
- New patient count
Monthly (Business Review)
- Collection rate
- Hygiene reappointment rate
- Case acceptance rate
- AR over 90 days
The Bottom Line
The practices that consistently grow are the ones that know their numbers. Start with 10 key metrics, review them regularly, and use them to make decisions. Numbers don't lie—they tell you exactly where to focus for maximum impact.
