The Provider Pulse allows you to view performance of all providers in the practice broken down into specific metrics for specific date ranges. This will help provide visibility into the metrics that matter most to your practice.


Metric Definitions:

Production Category

Collections Category

Hygiene Category

Case Category


Production Category:

Production

What is this?

Production is the Gross Production by provider for the period selected. The goal for provider's Production is calculated by multiplying the provider's scheduled hours by his/her Production per Hour goal.

Why is this Important?

Those who know where they are today in relationship to where they want to be (their goals) have a much better chance of success than those who don’t know. By seeing your production goal based on your scheduled hours as well as the production you're scheduled to produce, you can begin to identify what needs to occur before you even begin the period. This may result in scheduling more visits to fill holes in the schedule, or by identifying and obtaining acceptance on needed treatment that can be performed in the same period.

Same Day Production %

What is this?

Same Day Treatment is treatment that was not found on the patient's schedule before the day of the patients appointment, but completed and found on the patient's ledger. This will also include any treatment completed on patients that were not on today's schedule before the day began. In order for this metric to properly track your true same day production, you need to ensure that all planned treatment has been attached to the patient's schedule before the day of the patient's appointment - otherwise a simple prophy can be counted as same day production when you were planning on that procedure 6-months ago.

Production Per Hour

What is this?

Production per Hour is calculated by taking the provider's Gross Production divided by the provider's actual Clinical Hours. Clinical Hours is tracked in the Clinical Hours App.

Why is this Important?

Production per Hour is one of the most commonly measured metrics by providers. By looking at a provider's Production per Hour, you can determine how profitable you are based on the provider's clinical hours. However, if a provider is low in this area, it's difficult to know if this is because the provider needs to improve or because of the provider's schedule. To determine if a provider is effective with each patient the provider sees, Production per Visit is the metric to review.

Production Per Visit

What is this?

Production per Patient Visit is calculated by dividing the Provider's Gross Production found in the Patient's ledger by the total number of Patient Visits for that provider. Note - Although a provider may have production on a patient during the patient's visit in the practice, this doesn't mean that the patient will count as a visit for the provider. For example, if a patient were to come in for their semiannual cleaning (Codes D1110 & D1120) and received an exam, the provider who performed the cleaning would be given credit for the patient visit, while the provider who performed the exam would not be given credit for the visit. However, the production on that exam would count in that provider's total production.

Why is this Important?

The Provider's Avg. Production per Patient Visit gives you an idea of how efficient the provider is with each patient visit. There are only two ways for a provider to increase production; 1. Increase the number of patient visits, or 2. increase the average production on each visit. Are you really giving your patients all the care they need, or are you selling your services short? A practice can be seeing an avalanche of people, but if they're not effectively getting compliance to their treatment plans, they won't be doing as much production as a practice with less Patient Visits and higher Production Per Visit. Improving this single metric will measurably affect the provider's quality of life both professionally and personally.


Collections Category:

Collections

What is this?

Collections is the amount of money collected by provider for the period selected. This metric includes the following data points:

  • Collections is the amount of money received and recorded in the patient's ledger

  • Writeoffs/Adjustments is the sum total of all insurance writeoffs and adjustments.

  • Collections Insurance is the sum of all insurance payments received on the insurance claims submitted.

  • Collections Patient is the sum of all patient payments received and recorded on the patient's ledger.

Why is this Important?

Is your cash flow really flowing? How do you collect on accounts to keep the cash flowing? Your company's access to cash and credit is important and may become critical if anything unexpected happens. To keep your cash flow management smooth, you need to measure it, improve your accounts receivable numbers, and prepare to withstand shortages.

Many factors affect how much a dental practice actually collects compared to how much it would like to collect in an ideal world. To start with, several factors lower gross collections. For example, insurance companies may not pay the provider's full fee; providers typically agree to limit their fees to scheduled amounts under their agreements with health insurance companies. In addition, some patients will not pay their bills in full or at all, so the practice will never receive the total amounts owed from those patients. Also, a provider's billing staff might cause the practice to lose money by not filing claims by the deadline, and insurers may deny some claims that aren't covered.

Suppose a dental practice's annual production totaled $1 million. That sum would represent its gross production. The amount the practice actually receives after sending the invoices to its patients and their insurance companies might be $800,000; this is the practice's collections.

One way dental practices can analyze their performance is to look at their collections by payer. Typical payers include Medicare, Medicaid, private health insurance and individual patients. If a medical practice saw that its net collections were unacceptably low for one of these categories, it might stop accepting those patients or start requiring those patients to pay all or a portion of fees up front before seeing the provider or having any procedures performed.


Hygiene Category:

Perio Diagnostic %

What is this?

Perio Diagnostic % divides the total number of patients diagnosed with perio treatment (D4320, D4321, D4341, D4342, D4355, D4381, D4346, D6081, D4921) into the total number of patients seen who are 30 years or older and have not previously been treated for periodontitis.

Perio Acceptance %

What is this?

Perio Acceptance % is the percentage of patients seen in the practice that are 30 years or older and not currently in Perio, who were diagnosed with Perio Treatment and said yes to all or a portion of that treatment on the day of their appointment. This is identified by the treatment that was added to their treatment planner and scheduled or by unscheduled treatment that was completed the same day. If a team member was part of this patient’s appointment this team member will get credit for the patient accepting the treatment.

Why is this Important?

We know that every team member plays an integral part in patients accepting our recommended treatment. How big is their impact? Without seeing who was with the dentist when these cases were presented it is difficult to know the impact team members are having on the patient saying yes or no. When looking at acceptance by individual team member and also by the Treatment Teams, you can quickly identify the top presenters and the top presenting teams. Use this data to identify these top performers, learn what they are doing and replicate their delivery.

Perio Visit %

What is this?

Perio Visit % divides the total number of patients that were seen for perio into the total number of Hygiene Patients seen in the period. In order to be counted as a patient seen for perio, one or more perio procedure codes need to have been completed on the day of the patient’s appointment. These codes include, but are not limited to, D4320, D4321, D4341, D4342, D4355, D4381, D4346, D6081, D4921 and D4910

Hygienist Visits Per Hour

What is this?

Hygiene Visits per Hour is calculated by taking the provider's total visits (Not Patients Seen) divided by the actual Clinical Hours. Clinical Hours are tracked in the Clinical Hours App.

Why is this Important?

Ultimately all providers want their production per hour to increase. If this number is lower than desired or expected, one of the first metrics to look at is the Average Visits per Hour. The cause of low production per hour could simply be a cause of not seeing enough patients in the hour. If patient visits are not the cause then begin looking at the Average Treatment Diagnostic %, Treatment Acceptance % and Average $ Presented/Accepted.

Hygiene Re-Appointment %

What is this?

The percentage of Hygiene Visits that on the same day of the Hygiene Visit have scheduled a subsequent hygiene appointment before leaving the dental office. Hygiene Visits are the number of patients being seen for hygiene care, identified by ADA procedure codes D1110, D1120, D4341, D4342, D4355, D4910, D4921, D4999, D6080, D4346 and D6081.

Why is this Important?

By reappointing a higher percentage of your continuing-care patients, you'll help ensure a stable and growing patient base. This provides your patients with the possibility of two exams per year, resulting in needed treatment being diagnosed. The Hygiene department will grow at a much faster rate, increasing the number of scheduled appointments without the cost and hassle of your front desk making numerous calls to reschedule. By focusing and improving the performance of same day Reappointing, the practice will increase in overall production, collections and value. Currently the alternative method to measure the Reappointment % in the practice is through manual efforts that are time consuming and often inaccurate.

NP (New Patient) Hygiene Re-Appointment %

What is this?

The percentage of the provider's New Hygiene Patients that have scheduled a future hygiene appointment.

Why is this Important?

Adding or not adding New Patients into your continuing care program is a key factor in the number of New Patients your practice will need in order to grow at your desired growth rate.

Fluoride Treatment %

What is this?

The percentage of patients who had fluoride completed during their Hygiene Visit, based off of whether these codes were put on the patient's ledger: D1206, D1208, and D1209.


Case Category:

Patient Diagnostic %

What is this?

Patient Diagnostic % is the percentage of unique patients seen in the practice, and on the day of their appointment, treatment was added to their treatment planner or treatment was not previously scheduled and was completed the same day. If a team member was part of this patient’s appointment, this team member will get credit for seeing the patient as well as diagnosing the patient with the treatment.

Why is this Important?

We’ve all heard that our team members play an integral part in patients accepting our recommended treatment, but what about diagnosing treatment? The dentist has limited time when performing an exam - so how can the assistants and hygienists help the dentist identify needed treatment, and what impact do they have here? When looking at the Diagnostic % by unique providers, we can start identifying which providers are assisting the dentist in diagnosing needed treatment and which team members need additional training.

Avg. Treatment Presented

What is this?

Patient Diagnostic % is the percentage of unique patients seen in the practice, and on the day of their appointment, treatment was added to their treatment planner or treatment was not previously scheduled and was completed the same day. If a team member was part of this patient’s appointment, this team member will get credit for seeing the patient as well as diagnosing the patient with the treatment.

Why is this Important?

We’ve all heard that our team members play an integral part in patients accepting our recommended treatment, but what about diagnosing treatment? The dentist has limited time when performing an exam - so how can the assistants and hygienists help the dentist identify needed treatment, and what impact do they have here? When looking at the Diagnostic % by unique providers, we can start identifying which providers are assisting the dentist in diagnosing needed treatment and which team members need additional training.

Patient Acceptance %

What is this?

Patient Acceptance % is the percentage of patients that were presented with needed treatment and said yes to all or a portion of that treatment on the day of their appointment. This is identified by the treatment that was added to their treatment planner and scheduled, or by treatment that was completed the same day. If a team member was part of this patient’s appointment this team member will get credit for the patient accepting the treatment.

Why is this Important?

We know that every team member plays an integral part in patients accepting our recommended treatment. How big is their impact? Without seeing who was with the dentist when these cases were presented it is difficult to know the impact team members are having on the patient saying yes or no. When looking at acceptance by individual team member and also by the Treatment Teams, you can quickly identify the top presenters and the top presenting teams. Use this data to identify these top performers, learn what they are doing and replicate their delivery.

Treatment Acceptance %

What is this?

Treatment Acceptance % is the percentage of total dollars accepted out of the total dollars presented to the patient. This is identified by the treatment that was added to the patient’s treatment planner and the total dollars scheduled, or unscheduled treatment dollars that were completed the same day. If a team member was part of this patient’s appointment this team member will get credit for the treatment dollars accepted.

Why is this Important?

Not only will production in the practice increase as we improve our Treatment $ Acceptance %, but the patients will be receiving the care they need in order to maintain their health. As we monitor this % we can quickly identify which team members are improving and which team members might need additional treatment presentation training. This will let you know how well you are educating patients and when you present treatment how often they are accepting the treatment. Do you see a rock star in the practice? Consider using that individual to train the rest of the team.

Same Day Treatment Acceptance %

What is this?

Same Day Treatment Acceptance % is the percentage of total dollars accepted Same Day (The patient scheduled a future visit the Same Day the treatment was diagnosed) out of the total dollars presented on the day of the patient’s appointment. This is identified by the treatment that was added to the patient’s treatment planner and the total dollars scheduled, or unscheduled treatment dollars that were completed the same day. If a team member was part of this patient’s appointment this team member will get credit for the treatment dollars accepted.

Why is this Important?

Not only will production in the practice increase as we improve our Treatment $s Acceptance %, but the patients will be receiving the care they need in order to maintain their health. As we monitor this % we can quickly identify which team members are improving and which team members might need additional treatment presentation training. Do you see a rock star in the practice? Consider using that individual to train the rest of the team.

Avg. Accepted $ Per Patient

What is this?

Avg. Accepted $ per Patient is the total accepted dollars during the time period divided by the total number of unique patient visits in that time period. A unique visit is each time a procedure code is added to a patient ledger.

Why is this Important?

By watching this metric increase, you can be confident that you are improving in areas such as diagnosing your patients with the treatment they need and getting their acceptance of that treatment. This is one of the contributing metrics to your Average Production per Visit and increasing performance here will allow you to increase production without increasing traffic.

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