Top KPIs Every Orthodontic Practice Should Track Weekly

Luke Infinger

August 2, 2025

Running an orthodontic practice means more than just straightening teeth; it's about keeping the business side healthy too. You've got to know how things are going day-to-day, not just when you look at the big yearly numbers. That's where tracking certain key performance indicators, or KPIs, comes in. Think of them as your practice's vital signs. By keeping an eye on these specific numbers every week, you can get a clear picture of what's working, what's not, and where you can make things better. It helps take the guesswork out of running your practice and lets you focus on what you do best.

Key Takeaways

Tracking new patient acquisition helps understand marketing effectiveness and growth potential.
A high case acceptance rate shows that patients trust your treatment recommendations.
Production per hour is a good measure of your team's efficiency and scheduling.
A strong collections ratio ensures that revenue generated is actually received.
Monitoring cancellations and no-shows helps identify potential issues with patient engagement or scheduling.

New Patient Acquisition

Bringing in new faces is pretty much the lifeblood of any orthodontic practice that wants to grow. It’s how you keep the schedule full and the revenue coming in. Tracking this number weekly tells you if your marketing efforts, like those online ads or community events, are actually bringing people through the door. It’s not just about getting calls; it’s about getting new patients who are interested in starting treatment.

New Patient Adds

This is simply the count of people who call or contact your office for the first time and give you their basic info – name, how they heard about you, etc. It’s the very first step in the whole process. You want to know if your marketing is working, right? This number tells you that.

New Patient Adds to Exams

This metric takes it a step further. It’s not just about the initial contact; it’s about how many of those new contacts actually book an exam appointment. This shows how effective your front desk team is at converting a phone call into a scheduled visit. If this number is low compared to your New Patient Adds, it might mean your phone staff needs more training on how to talk to potential patients and get them in the chair.

Track Referral Sources: Always ask new patients how they found you. Was it a Google search? A referral from a dentist? A social media ad? Knowing this helps you focus your marketing budget where it actually works.
Monitor Conversion Rates: Look at the percentage of new patient calls that turn into scheduled exams. A good conversion rate means your team is doing a great job turning interest into action.
Set Weekly Goals: Aim for a specific number of new patient calls and scheduled exams each week. This keeps the team focused and provides a clear target to hit.

Getting a new patient to call is one thing, but getting them to commit to an exam is the real win. That’s where your practice’s intake process really shines, or doesn’t.

Case Acceptance Rate

This is a big one, folks. The Case Acceptance Rate tells you how many of the patients you present treatment plans to actually agree to move forward with them. Think of it as a measure of how well your team is communicating the value of the proposed treatment and building trust with patients. If you're presenting treatment plans to 100 patients and only 50 say yes, that's a 50% acceptance rate. Not terrible, but there's definitely room to grow. Many practices aim for 75% or higher, and honestly, seeing that number climb can really make a difference in your practice's production.

Why is this so important? Well, it's pretty straightforward. Without case acceptance, there are no treatment starts, and without treatment starts, there's no revenue coming in. It's the direct link between a patient understanding their needs and your practice providing the solution. If your rate is low, it might be time to look at how treatment plans are being presented. Are you using too much technical language? Are patients given clear options for payment? Are their concerns being fully addressed?

What to Track

Number of treatment plans presented: This is your starting point. How many patients have had a treatment plan laid out for them?
Number of accepted treatment plans: This is the number of patients who said "yes" to those presented plans.
Case Acceptance Rate Calculation: (Accepted Treatment Plans / Treatment Plans Presented) * 100

Benchmarks to Aim For

Average: 55%
Good: 65%
Excellent: 75% or higher

Improving your case acceptance rate is often one of the quickest ways to boost your practice's overall production. It's not about pushing patients into treatment, but about effectively communicating the benefits and building confidence in the proposed care.

Production Per Hour

This is all about how much money your practice is bringing in for every hour your doctors and hygienists are seeing patients. It’s a really direct way to see how efficient your clinical team is. Think about it – if you have a lot of downtime or appointments that don't generate much revenue, your production per hour will dip. Tracking this weekly helps you spot those inefficiencies fast.

What to Track

Gross Production: This is the total value of all services performed, before any adjustments or insurance write-offs. It’s the raw number of what you did.
Adjusted Production: This is what’s left after you subtract insurance adjustments, discounts, or any other write-offs. This is a more realistic look at what you can actually collect.
Total Clinical Hours: The total number of hours your doctors and hygienists were actively seeing patients during the week.

Calculating Production Per Hour

It’s pretty straightforward:

Production Per Hour = Total Adjusted Production / Total Clinical Hours

For example, if your doctors and hygienists saw patients for a total of 100 hours this week and generated $75,000 in adjusted production, your production per hour would be $750.

Why It Matters

A higher production per hour generally means your team is working effectively, patients are accepting treatment, and your scheduling is optimized. If this number is lower than you expect, it might be time to look at your scheduling, case acceptance rates, or even the types of services being offered. Are patients getting the full treatment they need, or are they only coming in for basic check-ups?

This metric can also help you compare the performance of different doctors or hygienists, giving you insights into who might need additional training or support in presenting treatment options.

Collections Ratio

This is all about the money actually coming into the practice. It’s not just about how much work you do (that’s production), but how much of that work you actually get paid for. Think of it as the ultimate report card on your billing and payment processes.

What it is

The Collections Ratio is the percentage of your total production that you actually collect in cash. It’s calculated by dividing your total collected payments by your total production for a given period. A higher ratio means you’re doing a great job of getting paid for the services you provide.

Why it matters

A healthy collections ratio is vital because it directly impacts your practice's cash flow and profitability. If you’re producing a lot of work but not collecting it, you’re essentially leaving money on the table. This can happen for a number of reasons, like issues with insurance claims, patient payment plans, or even just billing errors. Tracking this helps you spot those problems quickly.

How to track it

To figure out your collections ratio, you’ll need two main numbers from your practice management software:

Total Production: This is the total value of all services performed during a specific time frame (like a week or month).
Total Collections: This is the total amount of cash received from patients and insurance during that same time frame.

Then, you use this simple formula:

(Total Collections / Total Production) * 100 = Collections Ratio %

For example, if your practice produced $100,000 worth of services in a month and collected $95,000, your collections ratio would be 95%.

What to aim for

Most successful orthodontic practices aim for a collections ratio of 95% or higher. Anything below that might mean there are inefficiencies in your billing, payment collection, or insurance handling processes that need a closer look. It’s a good idea to review this number weekly to catch any dips early on.

Hygiene Reappointment Rate

What It Measures

This tracks how many of your patients who just had a hygiene appointment actually book their next one before they walk out the door. It’s all about keeping that steady flow of people coming in for their regular cleanings and check-ups.

Why It’s Important

If patients aren't scheduling their next visit, they might not be seeing the value in preventive care, or maybe they felt rushed during their last appointment. A good hygiene reappointment rate means your patients trust your practice and are committed to keeping up with their oral health. This directly impacts your schedule's predictability and your practice's revenue.

How to Track

Take a look at your scheduling reports from your practice management software. You want to see the percentage of patients who booked their next hygiene visit during their current appointment. It’s a pretty straightforward number to pull.

Goal

Aim for a rate of 80-90%. If it’s lower, it’s time to figure out why. Maybe your team needs a little more training on how to talk about the importance of the next visit, or perhaps there’s an issue with how appointments are being offered.

Keeping patients on a regular hygiene schedule is like the heartbeat of your practice. It’s not just about the money; it’s about helping people stay healthy. When they rebook, it shows they’re engaged and that your team is doing a great job connecting with them.

Here’s a quick look at what to aim for:

High Reappointment Rate (80-90%): Patients are engaged and value preventive care.
Low Reappointment Rate (<80%): Potential issues with patient education, perceived value, or scheduling process.
**Focus on the

Overhead Percentage

Keeping an eye on your overhead percentage is pretty important if you want your orthodontic practice to actually make money. Basically, this number tells you how much of your total income is going out the door to cover all the costs of running the business. If this percentage creeps up too high, it can really eat into your profits. You want to know where your money is going, right? It’s not just about production; it’s about what’s left after you pay the bills.

What is Overhead Percentage?

This metric is calculated by taking your total operating expenses and dividing them by your total revenue. Think of it as the cost of doing business. For an orthodontic practice, a healthy overhead is generally considered to be around 60-65% or even lower. If you're consistently above that, it's time to start looking at your expenses and figuring out where you can trim things down without hurting patient care, of course.

Why Track It Weekly?

While you might look at your overall profit monthly or quarterly, tracking overhead weekly gives you a much quicker pulse on your financial health. Did you have a big supply order this week? Did your rent payment just go out? Seeing these fluctuations weekly helps you catch potential problems early. It’s like checking the fuel gauge on your car regularly instead of waiting until you’re stranded on the side of the road.

Key Components of Overhead

Your overhead is made up of a bunch of different things. It’s helpful to break it down to see which areas might be costing you the most. Here are some common categories:

Rent/Mortgage: The cost of your physical space.
Staff Payroll: Wages and benefits for your team (excluding lab techs or marketing staff if you track those separately).
Clinical Supplies: Things like wires, brackets, elastics, gloves, and sterilization supplies.
Lab Fees: Costs associated with external dental labs or aligner companies.
Office Supplies: Paper, pens, administrative materials.
Marketing & Advertising: Costs for promoting your practice.
Utilities: Electricity, water, internet, phone.
Insurance: Malpractice, property, liability.
Equipment Maintenance & Leases: Keeping your chairs and technology running.

What's a Good Overhead Percentage?

Most experts suggest aiming for an overhead percentage of 60-65% or less. Some high-performing practices might even get down to the low 50s. If your overhead is consistently higher than this, it’s a clear signal that you need to investigate your spending. Maybe your supply costs are too high, or perhaps your staff payroll is a larger chunk than it should be. It’s all about finding that sweet spot where you’re running efficiently without sacrificing quality.

Understanding your overhead isn't just about cutting costs; it's about smart financial management. It helps you make informed decisions about pricing, staffing, and investments, ultimately leading to a more stable and profitable practice.

Patient Retention Rate

Getting new patients is great, but keeping them coming back is even better. That's what patient retention is all about. It basically tells you how many people stick around after their first visit. Think of it as a report card for how well your practice is doing overall – from how your staff treats people to the actual work you do and how you follow up afterwards. A high retention rate means patients feel good about their experience and want to keep coming back for their orthodontic care.

Why is this so important? Well, it's usually way cheaper to keep an existing patient than to find a new one. Plus, happy, returning patients are more likely to refer their friends and family, which is free marketing!

Here’s how you can think about tracking it:

Define Your Timeframe: Decide if you're looking at retention over 6 months, a year, or maybe 18 months. Consistency is key here.
Count Your Returning Patients: Figure out how many patients had at least one appointment in your chosen timeframe and then came back for another appointment within that same period.
Calculate the Percentage: Divide the number of returning patients by the total number of patients who had their first appointment in that timeframe. Multiply by 100 to get your percentage.

For example, if you had 100 new patients start treatment in the last year, and 70 of them are still actively coming for appointments or have completed treatment and are now in retention, your retention rate for that year would be 70%.

Keeping patients happy and coming back isn't just about good clinical work. It's also about the whole experience – from the front desk greeting to clear communication about treatment and follow-up. Small things can make a big difference in whether someone returns.

Active Patient Count

Keeping tabs on your active patient count is pretty straightforward, but it tells you a lot about how your practice is really doing. Basically, it’s the number of unique people who’ve actually come into your office within a set period, usually the last year or so. A growing active patient number is a really good sign that people trust you and keep coming back. If this number is flat or going down, it might mean you've got a problem with keeping patients, even if you're bringing in new ones.

What it means:

Practice Health: It's a direct look at whether your practice is expanding or shrinking.
Retention Indicator: A healthy count suggests patients are happy with their care and return for follow-ups.
Marketing Impact: While marketing brings in new faces, this number shows if those new patients are sticking around.

Why track it weekly?

While the definition is usually based on a longer period like 12-18 months, looking at trends weekly can give you an early heads-up. If you notice a dip in scheduled appointments or a higher rate of cancellations, it might be an early warning sign that your active patient base could be affected down the line. It helps you be proactive rather than reactive.

Key Metrics to Watch:

Total Active Patients: The raw number of patients who have had at least one visit in the last 12-18 months.
New Patients vs. Active Patients: Compare the number of new patients acquired against the total active patient count to see growth.
Patient Churn Rate: While not directly the active count, understanding how many patients you lose helps predict your active count.

Keeping your active patient count healthy is about more than just filling chairs; it's about building lasting relationships and providing consistent, quality care that makes people want to return.

Patient Satisfaction Score

Keeping your patients happy is a big deal, right? It’s not just about straight teeth; it’s about the whole experience they have in your office. A high patient satisfaction score means people like coming to you, and they’re more likely to stick around and tell their friends. Think of it as your practice's report card from the people who matter most – your patients.

So, how do you actually measure this? It’s usually done with surveys after their appointments or by using something called a Net Promoter Score (NPS). NPS is pretty neat because it asks a simple question: "On a scale of 0 to 10, how likely are you to recommend us to a friend or family member?" From that, you get a score. For orthodontics, aiming for an NPS score above 70 is considered excellent. It tells you if your team is doing a good job making patients feel welcome and well-cared for.

Here’s a quick look at what goes into it:

Communication: Did the staff explain things clearly? Were questions answered patiently?
Wait Times: Was the wait to see the orthodontist reasonable?
Office Environment: Was the waiting room clean and comfortable? Was the overall vibe friendly?
Treatment Experience: Did the patient feel comfortable during their treatment? Was the orthodontist and their team professional?

Tracking patient satisfaction weekly gives you a real-time pulse on how your practice is performing from the patient's perspective. It helps you catch small issues before they become big problems and celebrate what you're doing well.

If you see scores dipping, it’s a signal to look closer. Maybe a specific team member needs a little extra training, or perhaps the appointment reminder system isn't working as smoothly as it should. Addressing these things quickly can make a big difference in keeping your patients happy and your practice growing.

Cancellations & No-Shows

So, let's talk about those appointments that just vanish into thin air, or the ones that get called off at the last minute. We're talking about cancellations and no-shows. It happens, right? Life gets crazy. But when it starts happening a lot, it really messes with your day and your practice's flow. Tracking these is super important because it tells you if patients are forgetting, if they're not really committed to their treatment, or maybe if your reminder system needs a tune-up.

Why It Matters

Schedule Gaps: Every missed appointment means an empty chair that could have been filled. This directly impacts your production for the day.
Patient Progress: When patients miss appointments, especially for things like adjustments or cleanings, it can slow down their treatment progress and affect the final outcome.
Resource Waste: Your staff is scheduled, your equipment is ready, and then poof! That time and those resources are just sitting there, unused.

What to Aim For

Ideally, you want your cancellation and no-show rate to be pretty low. Think 5% or less. If it's creeping up, it's a signal to investigate.

Metric	Target Rate	Notes
Cancellations	<= 5%	Last-minute changes can still disrupt the schedule.
No-Shows	<= 5%	Patients who don't show up at all.
Patients w/o Appt.	<= 5%	Active patients who haven't scheduled their next visit.

How to Improve

Confirmation System: Make sure you're confirming appointments well in advance. Text messages and emails are great for this.
Easy Rescheduling: Give patients a simple way to reschedule if they absolutely have to. A quick text or a link to an online scheduler can work wonders.
Policy Clarity: Have a clear cancellation policy and make sure patients know about it when they book. Sometimes a small fee for no-shows can be a deterrent.
Analyze Trends: Look for patterns. Are Mondays worse? Are certain times of day more prone to cancellations? Adjust your scheduling or reminder timing based on this.

It's not just about filling the schedule; it's about making sure patients are getting the consistent care they need to achieve their best smile. When you reduce those empty slots, you're not only boosting your practice's efficiency but also helping your patients stay on track with their orthodontic journey.

Life happens, and sometimes plans change. If you need to cancel or can't make it, please let us know. We understand things come up. Visit our website to learn more about our policies and how to manage your appointments.

Putting Your Numbers to Work

So, we've gone over a bunch of numbers you should be watching in your orthodontic practice. It might seem like a lot at first, but think of these as your practice's report card. They tell you what's going well and where you might need to tweak things. By keeping an eye on these key performance indicators week after week, you're not just looking at data; you're building a better, more efficient practice. This focus helps make sure patients are happy, your team is on track, and the business side of things is running smoothly. Start small, pick a few that make sense for you right now, and build from there. You've got this.

Frequently Asked Questions

What exactly are KPIs and why should I care about them for my orthodontic practice?

Key Performance Indicators, or KPIs, are like a report card for your orthodontic practice. They are special numbers that show how well your office is doing in important areas like getting new patients or making sure patients come back. Tracking these numbers helps you see what's working and what needs to be better.

Why is it important to track these numbers every week?

You should track KPIs weekly because they give you a quick look at how your practice is performing right now. This helps you catch problems early and make small changes before they become big issues. It's like checking your car's dashboard regularly to make sure everything is running smoothly.

What does 'New Patient Acquisition' mean, and how do I track it?

New Patient Acquisition is about how many new people are choosing your practice for their orthodontic care. It's a key number because new patients help your practice grow and make more money. You can track this by looking at how many new consultations you have each week.

What is the 'Case Acceptance Rate,' and how does it help my practice?

The Case Acceptance Rate shows how many patients agree to the treatment plans you suggest. A high rate means your team is doing a great job explaining why the treatment is needed and why it's good for the patient. You can figure this out by dividing the number of accepted treatments by the total number of treatments you offered.

What is 'Production Per Hour,' and why is it important to know?

Production Per Hour looks at how much money your practice makes for every hour your doctors are seeing patients. It helps you understand how efficient your team is. If this number is low, you might need to look at how appointments are scheduled or if there are ways to see more patients smoothly.

What does the 'Collections Ratio' measure, and what's a good number to aim for?

The Collections Ratio tells you how much money you actually get paid compared to the total amount you billed out. A good ratio means your billing and payment process is working well. If it's low, it might mean there are delays in getting paid or issues with how you bill patients.