01 · Cost per open hour
What each hour your practice is open costs you, whether it is booked or not. Fixed costs for the month divided by the hours you are open.
—€/hNot enough data for this one
fixed costs
÷ open hours
It is your floor. Every hour you are open costs you — € before you see a single patient.I need the fixed costs and the hours you are open.
If this number caught your attention
Questions only you can answer
- Which time slots do you open that hardly ever fill up?
- Is there a room or a piece of equipment you pay for every day but only use on a few?
- How many hours were you really open this month, counting the ones you never got to use?
What we see from the software side
Most programs record appointments, not open hours. Without that second figure, nobody calculates this number for you, which is why it is hardly ever looked at.
02 · No-shows
The percentage of sessions nobody showed up for. Multiplied by the cost per hour, it is money you have already paid.
—%Not enough data for this one
nobody came
÷ total sessions
Out of every hundred sessions, — were left empty. At your cost per hour, that empty time cost — € this month.I need the total number of sessions for the month.
If this number caught your attention
Questions only you can answer
- When does your reminder go out, and through which channel?
- Do you ask for confirmation, or just send a reminder?
- How far in advance was the missed appointment booked?
- What happens to the slot when someone cancels the day before?
What we see from the software side
Reminding and confirming are two different things, technically too: a reminder with no reply leaves you no data at all. And refilling the slot from a waiting list is one of the easiest things to automate, even though hardly anyone has it set up.
03 · Real occupancy
Occupied hours over open hours. It is measured in hours, not appointments: twenty ten-minute appointments do not fill the same time as eight one-hour ones.
—%Not enough data for this one
occupied hours
÷ open hours
You have — % of your open time occupied. The remaining — hours still cost you the same.I need the open hours and the occupied ones.
If this number caught your attention
Questions only you can answer
- How many loose gaps of ten or fifteen minutes do you have on a normal day?
- Do all your appointments last the same in the schedule? And in reality?
- Are you opening more hours than you can fill right now?
What we see from the software side
If the schedule uses a single duration for everything, the occupancy it calculates is not the real one. That is configuration, not a lack of patients, and it shows as soon as each type of appointment has its true duration.
04 · Sessions per patient
How many times each person comes back on average. Compared with what a treatment usually needs, it tells you where people drop off.
—Not enough data for this one
sessions
÷ patients
Each person came — times on average.I need to know how many different people you saw.
If this number caught your attention
Questions only you can answer
- At which session do people usually drop off?
- Do they leave the practice with their next appointment already booked?
- Could you say today who left a treatment halfway through?
What we see from the software side
Booking the next appointment on the way out is up to you, not the program. What a system can do is alert you to who dropped off halfway, a piece of data nobody is usually asked for and nobody misses until they see it.
05 · Margin of your usual session
The price minus the time it takes, valued at your cost per hour. Total revenue hides the services that lose money.
—€Not enough data for this one
price − (time
× cost per hour)
That session leaves you — € above your cost per hour. Repeat the calculation with the others.At the price and duration you entered, that session leaves you — €. Every time you do it, you lose money even though you bill it.I need the price and duration of your most common session.
If this number caught your attention
Questions only you can answer
- How long does that session really take you, including writing it up?
- Which types of session drag reports, authorizations or calls along after them?
- When did you set that price?
What we see from the software side
Documentation time is hardly ever measured anywhere, so it does not go into any margin calculation. It is also the most automatable part of everything here.
06 · Days until your next free slot
How long it would take you today to offer an appointment. It only says something when compared with itself, month by month.
—daysNot enough data for this one
today → first
free hour
Today it would take you — days to offer an appointment. Write it down and check it again next month.I need the days until your first free slot.
If this number caught your attention
Questions only you can answer
- What was this number a month ago? And three months ago?
- If it has gone up a lot, which of the people who call cannot wait that long?
What we see from the software side
What is useful here is not a dashboard you have to remember to open: it is an alert when the number changes suddenly. A dashboard nobody looks at is no use at all.
