The Performance Board is a well-rounded snapshot of key metrics that let you know how your practice is performing and highlights potential for additional growth.
The Performance Board is part of the Analytics module. If you are interested in learning more, CLICK HERE to request a demo!
Navigating the Performance Board
Access the Performance Board by clicking on the Dashboard dropdown in the left side menu, then click Performance Board.
The Performance Board Ticker is a slider of metrics that runs across the top header of the dashboard. Use the Ticker to quickly view a variety of critical metrics at a glance.
Adjust the time range of the displayed data by clicking on the calendar button.
Accessing Source Data
From the Performance Board dashboard, use the helpful icons located on each metric tile to get better insight to each metric and displayed data:
Click into the bar icon to view year over year and 90 day trends for your practice
Click on the magnifying glass icon to view the details of the source data included in that metric
Click on the information icon for detailed definitions and written explanation about each metric
Click on the report icon on the Production or New Patients tiles to run custom metric reports
Review Trends
Review trends in the Performance Board by clicking on the green or red arrow on each metric. A green arrow indicates that the metric is trending positively, while red indicates that the metric is trending negatively.
Depending on the metric, you can view recent or year over year data and trends by clicking between tabs.
Review data for multiple locations on the Performance Board
View data across multiple locations in the Performance Board using the new Locations and Views dropdowns! Directors, managers and executives can get a quick visualization of your organization’s production across selected locations.
Source data is unavailable when multiple locations have been selected on the Performance Board. Single location data is not impacted.
Note: You must have full dashboard access at all locations in order to view multi-location data on the Performance Board.
Performance Board Metrics
The Performance Board showcases 9 key metric tiles which include interactive tools to help you dive deeper into practice data and find additional opportunities for growth.
Appointments
Appointments
In order to consistently maintain and grow your practice, monitoring the number of patients that are seen and appointments on your schedule for a specified period of time is critical to your success.
Dental Intelligence defines Visits, Appointments, and Seen as three different scenarios:
Visits Patients that come into one location Visit value: ≥$0 ADA codes >$0 non-ADA codes | Appointments Blocks on the Schedule | Seen Visits that include all codes ≥$0 |
While one patient can only account for a single Visit, it's common for a patient to be scheduled for more than one block on your schedule, meaning they'll count for multiple Appointments.
Note: The Appointments metric is calculated retroactively, meaning that Dental Intelligence uses historical data in order to determine the current outcomes.
Discover Appointments data
Hover over the Bar Chart to see a breakdown of Scheduled, Incomplete, and Completed Appointments.
View Appointments by Total, Restorative, Hygiene, or Other
Total includes all appointment types.
Restorative includes Restorative and Specialty procedure codes, except D4341, D4342, and D4910.
Hygiene includes appointments tied to hygiene production codes (D1110, D1120, D4341, D4342, D4910). These do not have to be scheduled with a hygienist to count.
Other includes appointments without an ADA code or those with only Adjunctive Non-Clinical/Non-ADA codes (based on CDT/ADA updates).
Click on the magnifying glass icon to view the Patient Appointment Details Report
If Unknown Complete is shown for some patients in the Status column: Appointments not marked complete but in the past. These are treated as completed.
If a patient is checked out with a canceled/missed ADA code (D9987, D9986) or a $0 custom code, the appointment will not be counted as completed.
Production
Production
Production is the starting point from which collections are derived. An increase in production will typically result in net profits. By correlating your production needs to the goals you have set, you can begin scheduling to reach this number and succeed in obtaining your desired goals.
Important notes:
The Performance Board includes production from inactive/deleted patients. Your practice management software's production report may not include that data. Therefore, your Dental Intelligence Performance Board will show a more accurate representation of historical production.
The Production metric is calculated retroactively, meaning that Dental Intelligence uses historical data in order to determine the current outcomes.
Discover Production data
Hover over the Bar Chart to see a breakdown of Scheduled, Incomplete, and Completed Gross Production
View Production by Total, Restorative, Hygiene, or Other
Total includes all types of Gross Production.
Restorative includes production specific to Radio Graphs, Exams, Restorative, and Specialty ADA Procedure Codes with the exception of D4341, D4342 and D4910.
Hygiene includes production specific to hygiene production (this does not require the production to be completed by a hygienist). This production includes ADA Procedure Codes D1110, D1120, D1206, D1208, D1310, D1320, D1330, D1351, D1353, D4341, D4342, D4346, D4355, D4381, D4910, D4921, D9972, D9973, and D9975.
Other production is production with a non-ADA recognized Procedure Codes or Adjunctive Non-Clinical Procedures Codes. Dental Intelligence uses the CDT/ADA most up-to-date Procedure Codes.
How to Run a Custom Production Report
Click on the report icon on the Production metric tile
Set the report criteria by making the following selections:
Set the date range
Choose the report type
Select provider(s)
Select procedure(s)
Click Generate to populate the report
Hover over the chart to view additional data
Click on the hamburger menu in the upper right corner of the report to print or download the report
Dentrix users: The Scheduled Production column on the Production report export will always be blank.
Have you noticed that your Production Adjustments/Write Offs are showing dates outside of the selected date range in your Performance Board - Adjustments/Write Offs metric details?
This happens when your Production Settings are set to Procedure Date. This means that any Adjustment / Write Off that occurs for a procedure during the selected time frame will show up in the metric details. To view these settings follow the steps below.
Unscheduled Patients
Unscheduled Patients
Click into any section of the Unscheduled Patients pie chart to populate a list of all patients who completed treatment within the selected time frame and are currently unscheduled for any future appointment.
When selecting a date range on the Performance Board and viewing the Unscheduled Patients pie chart, it's important to understand that it is not a perfect historical record of what that number was in the selected range. It will change based on:
If a patient is deactivated they will no longer count towards the metric (historical and current).
If they previously had an appointment but cancelled the appointment, that historical data would change.
In this same list, you will be able to view their total unscheduled treatment amount to see what production opportunity you have with these patients.
Discover Unscheduled Patients data
Patient Visit Categories
Selecting any pie slice in the chart shows patient details, including their last hygiene visit.
0–6 Months – Active patients who had a completed visit within the last 6 months but do not have a future appointment scheduled.
6–9 Months – Active patients with a completed visit 6–9 months ago and no future appointment scheduled.
9–12 Months – Active patients with a completed visit 9–12 months ago and no future appointment scheduled.
12–18 Months – Active patients with a completed visit 12–18 months ago and no future appointment scheduled.
18+ Months – Patients who have not had a completed visit in the past 18–36 months and do not have a future appointment scheduled. These are not considered “active patients.”
Unscheduled Patient Metrics
Unscheduled Active Patients – Patients with a completed visit in the last 18 months, marked as active in your PMS, but without a future appointment.
Unscheduled Opportunity – The potential hygiene production if all Unscheduled Active Patients were scheduled, calculated using your average hygiene production per visit.
Estimated Annual Opportunity – The potential revenue if all Unscheduled Active Patients were being seen, calculated using your average annual collections per active patient.
Rescheduling Metrics
Rescheduled Patients – The number of patients added back to the schedule during the selected period.
Rescheduled Production – The production value of those patients, based on the fee schedule tied to their ADA procedure codes.
Estimated Annual Production – The potential annual collections if Rescheduled Patients remain active, based on your average annual collections per active patient. Keeping these patients scheduled is key to reaching this number.
Restorative/Elective Case
Restorative/Elective Case
The Restorative/Elective Case metric captures the number of patients who were presented with treatment, identifying how much of that treatment they accepted, and how much was left unscheduled.
The Restorative/Elective Case metric is calculated retroactively, meaning that Dental Intelligence uses historical data in order to determine the current outcomes.
Please be advised that the Restorative/Elective case metric for Eaglesoft users will only generate if they are currently syncing with Dental Intelligence. Unfortunately, we do not have the ability to generate data for this metric prior to the first sync with Eaglesoft.
Discover Restorative/Elective Case data
Restorative/Elective Production: Includes all ADA Restorative and Specialty procedure codes, excluding D4341, D4342, and D4910.
Avg./Exam: This data point shows the average production generated per exam. It is calculated by dividing the total restorative and elective production by the number of exams in a given week. Keep in mind:
-It only includes procedures that were both diagnosed and accepted by the patient.
-The value depends on factors such as diagnosis, case presentation, and patient acceptance.All/Total: Captures the combination of all patients and the total dollar amount of treatment presented to all patients during a specific timeframe.
Accepted/Total: Captures the subset of patients who accepted the treatment and the corresponding dollar amount exclusively for those who accepted.
All/Average: Captures the average dollar amount presented across all patients.
Accepted/Average: Captures the average of the patients who accepted treatments only rather than considering all patients' treatments.
Understanding Diagnostic %
Exams – Includes ADA codes D0120, D0140, D0145, D0150, D0160, D0170, D0180.
Diagnosed – Patients with an exam who also had Restorative/Elective ADA codes (excluding D4341, D4342, D4910) added to the treatment planner the same day.
Acceptance % – Patients who accepted Restorative/Elective procedures ÷ patients who were presented those procedures.
Presented – Patients with Restorative/Elective ADA codes (excluding D4341, D4342, D4910) added to the treatment planner. If this exceeds Diagnosed, it usually means procedures were added without an exam code.
Scheduled – Patients who had Restorative/Elective procedures (excluding D4341, D4342, D4910) added to the treatment planner and scheduled for a future visit the same day.
Same Day Treatment – Restorative/Elective procedures (excluding D4341, D4342, D4910) that were added to the treatment planner and completed that same day.
Scheduled Treatment – Restorative/Elective procedures (excluding D4341, D4342, D4910) that were presented and scheduled for a future visit on the same day. Scheduling later (e.g., next day) does not count.
Treatment Presented – Total dollar value of Restorative/Elective procedures added to treatment planners that day.
Unscheduled Treatment – Procedures entered into the treatment planner during the period but not yet completed or scheduled.
Why is D0145 a Hygiene Visit but Restorative Production?
Dental Intelligence classifies D0145 (exam for children under age 3) as a hygiene visit to support continuity of care and scheduling:
Preventive Care – These exams focus on parent education and early oral health, even before cleanings are needed.
Future Hygiene Scheduling – Classifying them as hygiene visits ensures the child transitions smoothly into regular cleanings (e.g., D1120) as they grow.
Hygiene Case
Hygiene Case
The Hygiene Case metric is calculated retroactively, meaning that Dental Intelligence uses historical data in order to determine the current outcomes.
Please be advised that the Hygiene Case metric for Eaglesoft users will only generate if they are currently syncing with Dental Intelligence. Unfortunately, we do not have the ability to generate data for this metric prior to the first sync with Eaglesoft.
Discover Hygiene Case data
Key Hygiene Metrics
Avg. $/Visit – Total hygiene production ÷ total hygiene visits in the period.
Hygiene Production – Includes ADA codes: D9972, D9973, D9975, D4341, D4342, D4355, D4381, D4910, D4921, D1110, D1120, D1206, D1208, D1310, D1320, D1330, D1351, D1353, D4346.
Hygiene Visits – Visits with one of these ADA codes: D4341, D4342, D4910, D1110, D1120.
Case Metrics
Diagnostic % – Patients presented with a hygiene case procedure ÷ total hygiene visits.
Hygiene Case Procedures – ADA codes: D1351, D1353, D4220, D4341, D4342, D4346, D4355, D4381, D4921, D4999, D5994, D6080, D6081, D9972, D9973, D9975.
Acceptance % – Patients who accepted a hygiene case procedure ÷ patients presented. Must be accepted the same day it was presented (scheduled or performed).
Case Flow Definitions
Presented – Patients with hygiene case procedures added to their treatment plan.
Accepted – Patients who had hygiene case procedures added to the treatment plan and scheduled or treated the same day.
Same Day Treatment – Dollar value of hygiene case procedures that were both presented and completed the same day.
Scheduled Treatment – Hygiene case procedures presented and scheduled for a future visit on the same day they were presented. (If scheduled later, it does not count.)
Treatment Presented – Total dollar value of hygiene case procedures added to treatment plans that day.
Unscheduled Treatment – Hygiene case procedures added to the treatment plan but not yet scheduled or completed.
New Patients
New Patients
The New Patients metric counts patients the first time they complete a visit and have an ADA code walked out on their ledger. Keep in mind:
Your practice management software (PMS) may define “new patient” differently. For example, some PMS reports count newly created patient profiles, even before the patient has a completed visit.
Dental Intelligence only counts patients once they’ve completed their first appointment.
Custom codes are not recognized, which may affect reporting.
Dentrix users: Please note that Dental Intelligence's New Patient Report may not always match the numbers generated from a New Patient Report in Dentrix. This is because Dentrix counts new patients solely by the "first visit date" and "last visit date" entered when creating a family file for that patient. If you notice any discrepancies between the two reports, it is highly likely that the information regarding first and last visit dates is not being entered consistently for all new patients in Dentrix.
Eaglesoft users: Your new patient report will not include patient referral data.
Discover New Patient data
Click on the New Patients number to open the New Patient Details report
Click directly on the numbers shown in the New, Recaptured, Loss, and Growth sections of the New Patients tile to quickly pull up additional details of each
Click on the report icon to build a New Patients Report
Understanding included datapoints
Hygiene Re-Appointment % – Percentage of new patients who scheduled a future hygiene appointment.
Case Acceptance % – Percentage of new patients who had treatment presented in the Treatment Planner and accepted (scheduled or completed) before the end of the day.
Lost – Patients no longer active, for two possible reasons:
Status Change – Status in your PMS (Dentrix, Eaglesoft, Open Dental) changed from Active to Inactive.
Inactivity – No completed visit in the last 18 months.
Recaptured – Patients who were previously inactive (no visit in 18+ months) but have now completed a new visit.
Net Growth – New Patients minus Lost Patients.
Note: “New Patients” only counts individuals who completed their first appointment, not whether they reappointed. Some practices prefer calculating Net Growth based on Reappointed New Patients instead.
Hygiene Re-Appointment
Hygiene Re-Appointment
Hygiene Re-Appointment is the percentage of patients that schedule a subsequent hygiene appointment on the same day of their Hygiene Visit before leaving the dental office during the selected time range.
The Hygiene Re-Appointment metric is calculated retroactively, meaning that Dental Intelligence uses historical data in order to determine the current outcomes.
Discover Hygiene Re-Appointment data
Hygiene Re-Appointment % – The percentage of hygiene visits where the patient scheduled their next hygiene appointment before leaving the office on the same day.
Hygiene Visits – Any appointment with a hygiene-specific ADA code, such as D1110, D1120, D4341, D4342, D4355, D4910, D4921, D4999, D6080, D4346, or D6081.
If only a hygiene code is attached (and no other codes), it is categorized as a Hygiene Appointment.
Note: Eaglesoft settings may also affect how these appointments are categorized.
Re-Appointed – The number of hygiene visits where patients scheduled their next hygiene appointment the same day as their visit. This number stays fixed.
Unscheduled – Patients who still do not have a future hygiene appointment scheduled.
Source Data View
Shows all appointments in the selected date range (a patient may appear multiple times if they had more than one appointment in a day).
Re-Appointed remains the same since it only counts same-day scheduling.
Scheduled can change, because it shows if the patient has any future appointment, even if scheduled later (not on the same day).
Re-Appointment and Pre-Appointment: What's the difference?
While Re-Appointment and Pre-Appointment are similar, they measure two different scenarios:
Re-appointment captures the patients that left their appointment that day with a future appointment scheduled.
Pre-appointment captures all active patients that have a future appointment scheduled.
Cancellations
Cancellations
Dental Intelligence considers it a Cancellation when a patient gives more than 24 hours’ notice that they can’t make it. Some offices simply reschedule without marking them as canceled, which can hide how often appointments are actually broken. Tracking cancellations helps spot trends and understand why they’re happening.
Discover Cancellations data
Cancellations: The percentage of patient appointments which were broken more than 24 hours before their appointment.
Scheduled: The number of scheduled appointments that are on your schedule. This number will match the number of appointments in the Appointments metric.
Cancelled: The number of appointments that were classified as a Cancellation. Appointments are classified as a Cancellation if they are broken more than 24 hours before the appointment time.
Unscheduled: the number of patients who had Cancellations during this time period and are still unscheduled.
No-Shows
No-Shows
Dental Intelligence considers No-Shows as patients who either don’t show up or cancel with less than 24 hours’ notice. Whether they call a few hours before or not at all, the result is the same—an empty spot in the schedule and stress for the team.
Dental Intelligence groups true no-shows and late cancellations together because their impact is nearly identical: an unexpected gap. Tracking both helps identify patterns and areas for improvement. The goal isn’t to blame patients, but to reduce disruptions and keep the schedule running smoothly.
Discover No-Shows data
No-Show %: The percentage of appointments broken less than 24 hours prior to the scheduled time of the appointment.
Scheduled: The number of scheduled appointments that are on your schedule. This number will match the number of appointments in the Appointments metric.
No-Shows: The number of appointments that were classified as a No-Show. Appointments are classified as a No-Show if they are broken less than 24 hours before the appointment time.
Unscheduled: the number of patients who had No-Shows during this time period and are still unscheduled.
If you only want to track no-shows as appointments that no-show/cancel, add D9986 or D9987 to the ledger of the patient on the same day as the appointment is broken. D9986 or D9987 will override DI logic.
A note for Dentrix users: Why are new patients not showing up in the No-Show metric?
Dentrix allows you to make appointments without connecting them to a patient's full record, so sometimes only basic info like the patient's name is used. The appointments with missing patient names in the data are cases where the appointment has not been linked to a full patient record.
One solution is to include the patient’s name in the appointment record for the cases where it is not linked to a patient instead of leaving it empty. However, you will not being able to click the patient’s name in the No-Show metric source data to open the patient card because we don’t have an exact reference to the patient.
Performance Board Ticker Metrics
The Ticker can contain up to 13 metrics at one time. To scroll through the Ticker in either direction, click the arrows located on the far left and right side of the Ticker:
Choose to review the following metrics on the Performance Board Ticker:
Prior Day's Production
Prior Day's Production
The Prior Day's Production metric tracks the total $ amount of production that was completed yesterday. We calculate this number by adding the $ values of each code walked on patient's ledgers yesterday.
Active Hygiene Patients
Active Hygiene Patients
The Active Hygiene Patients metric is your total number of patients who are marked as "active" in the practice management software who have been seen for a hygiene appointment within the past 18 months.
Today's Scheduled Production
Today's Scheduled Production
The Today's Scheduled Production metric is the total $ amount of production that is on today's schedule. We calculate this number by adding the $ values of all codes on each of today's appointments.
Hygiene Pre-Appointment %
Hygiene Pre-Appointment %
The Hygiene Pre-Appointment % is the percentage of active hygiene patients (have seen in the last 18 months and they are a patient with one of these codes on their ledger at ANY time in the past: D4341, D4342, D4910, D1110, D1120) who are scheduled for a future hygiene visit. This number is calculated by dividing the number of patients who have a hygiene visit on the schedule for a future date by the total number of active patients.
Tomorrow's Scheduled Production
Tomorrow's Scheduled Production
The Tomorrow's Scheduled Production metric is the total $ amount of production that is on tomorrow's schedule. We calculate this number by adding the $ values of all codes on each of tomorrow's appointments.
Perio Patient %
Perio Patient %
The Perio Patient % is the percentage of your patient base over 30 years old who have been diagnosed with perio. We calculate this percentage by dividing the number of patients over 30 who have had a perio code (including but not limited to D4910, D4341, D4342, D4346) walked out on their ledger by the total number of active hygiene patients over 30 years old.
Future Appointments
Future Appointments
The Future Appointments metric is the total number of appointments on your schedule beyond the previous day. This will represent all of today's scheduled appointments and all future day's scheduled appointments.
New Patients YTD
New Patients YTD
The New Patients YTD (year to date) metric is the total number of new patients you have seen this year. This is calculated by totaling the number of patients who had a code walked out on the ledger for the first time after January first of the current year.
Production per Visit
Production per Visit
The Production per Visit metric is the average amount of production that is being completed with each visit over the past 90 days. This is calculated by dividing the total amount of production from the last 90 days by the total amount of completed visits that were on the schedule in the last 90 days.
Production YTD
Production YTD
The Production YTD (year to date) metric is the amount of production you have done in the current year. This is calculated by adding the $ values of each code that was walked out on a patient's ledger since January first of the current year.
Active Patients
Active Patients
The Active Patients metric is any patients that are marked as "active" in the practice management software AND have completed a visit in the past 18 months.
Collection YTD
Collection YTD
The Collection YTD (year to date) metric is the total $ amount you have collected in the current year. This is calculated by adding all collections from patient's ledgers since January first of the current year.
Pre-Appointment %
Pre-Appointment %
The Pre-Appointment % metric is the percentage of active patients who are scheduled for any future visits. This number is calculated by dividing the number of active patients who have a visit on the schedule for a future date by the total number of active patients.
Customize Ticker Metrics
To change which metrics show in the Ticker, click on View/Edit Performance Metrics to rearrange the tiles
Click Edit Metrics, then click on the + icon to add metrics to the Ticker
Click on the trash can icon to remove metrics from the Ticker
When finished, click Finish Editing to apply your changes, or choose Reset to Default to revert changes
