Collection rate
Money inThe share of what you charge that actually lands in the bank.
- Formula
- Money collected ÷ money billed (net of contractual write-offs).
- Healthy
- 98% or higher
KPI dictionary
Every measure, in plain English.
Twenty numbers your accountant might use, translated. Search or filter to find the one you need.
Days to get paid
Money inAverage time between doing the work and getting paid for it.
- Formula
- Accounts receivable ÷ average daily collections.
- Healthy
- 30 days or fewer
AR over 90 days
Money inPortion of unpaid claims and balances more than 90 days old.
- Formula
- AR aged 90+ days ÷ total AR.
- Healthy
- Under 10%
Case acceptance rate
Money inHow often patients say yes to the treatment you recommend.
- Formula
- Cases accepted ÷ cases presented (by dollars).
- Healthy
- 70% or higher
Cost to run
Money outEvery non-owner dollar the practice spends to open its doors.
- Formula
- Total operating expenses ÷ collections.
- Healthy
- 60% or less
Team cost
Money outWhat you spend on everyone except the owner-dentist.
- Formula
- Staff wages + payroll taxes + benefits ÷ collections.
- Healthy
- 24–28%
Supply cost
Money outClinical supplies burned through per dollar collected.
- Formula
- Dental supply spend ÷ collections.
- Healthy
- 5–7%
Lab cost
Money outOutside lab work as a share of what you collect.
- Formula
- Lab invoices ÷ collections.
- Healthy
- 8–10%
Facilities cost
Money outRent, utilities, and building expenses per dollar collected.
- Formula
- Rent + utilities + facilities ÷ collections.
- Healthy
- 5–7%
Marketing spend
GrowthEverything you spend to bring new patients in.
- Formula
- Advertising + referral programs ÷ collections.
- Healthy
- 2–5%
True-profit margin
CashWhat the owner actually keeps after every real cost of running the place.
- Formula
- Collections − real operating costs, expressed as a % of collections.
- Healthy
- 18% or higher
Cash on hand
CashHow many months you could keep the lights on with today's cash.
- Formula
- Bank balance ÷ monthly operating expenses.
- Healthy
- 2 months or more
New patients / mo
GrowthFirst-visit patients showing up each month at each location.
- Formula
- Count of first-time exams per month per location.
- Healthy
- 25 or more per location
Recall effectiveness
GrowthHow well active patients keep coming back for hygiene.
- Formula
- Active patients seen in the last 6 months ÷ active patient base.
- Healthy
- 80% or higher
Hygiene re-appointment %
GrowthShare of hygiene patients who leave with their next visit booked.
- Formula
- Hygiene visits with next appointment scheduled ÷ hygiene visits.
- Healthy
- 90% or higher
Owner production share
PeopleHow much of the chair revenue depends on the owner-dentist personally.
- Formula
- Owner production ÷ total production.
- Healthy
- 50% or less
Production per visit
EfficiencyAverage dollars of dentistry produced in a single patient visit.
- Formula
- Total production ÷ number of patient visits.
- Healthy
- $450 or higher
Revenue per operatory
EfficiencyHow hard each treatment room is working for you.
- Formula
- Annual collections ÷ number of operatories.
- Healthy
- $350K or higher
Overhead per operatory
EfficiencyFixed cost of keeping each treatment room open.
- Formula
- Facility + equipment costs ÷ number of operatories.
- Healthy
- $50K or less
Broken appointment rate
EfficiencyShare of booked visits that no-show or cancel same-day.
- Formula
- No-shows + short-notice cancellations ÷ total booked visits.
- Healthy
- Under 5%