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Provider Pulse
Provider Pulse: Navigating your Dashboard and Metric Definitions
Provider Pulse: Navigating your Dashboard and Metric Definitions

Learn about the Provider Pulse and included metrics

Grace Richards avatar
Written by Grace Richards
Updated this week

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.

In this article, we'll explore:

This is part of the Analytics Module. If you are interested in learning more, CLICK HERE to request a demo!


Review the Provider Pulse Dashboard

  1. Click on the speedometer icon in the left side menu of Analytics and then click Provider Pulse

  2. The Provider Pulse will populate with the following default settings:

    1. Current week

    2. All roles selected

    3. All providers selected

  3. Based on the General Settings you have selected in Analytics, the Provider Pulse will display that Production Type (click on the dropdown to update this)

  4. The top ribbon of the Provider Pulse displays totals for all currently selected providers

  5. When you initially open the Provider Pulse, the Production metric will be populated by default. Switch between different metrics by clicking on each metric name in the left side navigation

  6. To view additional information about each provider, hover over key data points

  7. Click on the pencil icon below each provider Goal to edit the provider's current goal for that metric. Click on the clock icon below the provider Goal to review clinical hours for that provider

Tip: Click on the i icon next to each metric in the Provider Pulse to read explanatory definitions of each one to further your understanding.


Production Metrics

Production

Production in the Provider Pulse 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.

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.

Performance Board vs. Provider Pulse: What's the difference?

Within the Performance Board, production is categorized among restorative codes, hygiene codes, and codes designated as "other." The production metric specifically concentrates on hygiene and restorative codes, assigning the corresponding production to their respective categories. Any production from codes completed by providers that don't align with the hygiene or restorative categories is allocated to the "other" category.

In contrast, the Provider Pulse assesses the collective production of both hygienists and dentists without making distinctions based on whether the codes are related to hygiene or not. This lack of differentiation is due to hygienists and dentists being capable of performing treatments considered adjunctive or falling under the "other" category.

Same Day Production %

Same Day Production % in the Provider Pulse is production 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 production 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

Production per Hour in the Provider Pulse 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.

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 Day

Production per Day in the Provider Pulse is a measure of efficiency that indicates how much production is generated by a provider or dental office per day. It is calculated by dividing the provider's production, as found in the patient's ledger, by the total number of days during which that production was marked complete.

The total "Production per Day" displayed at the top of the page is calculated by adding all of the filtered provider's total production and then dividing that number by the total number of days during which that production was marked complete.

The Production per Day metric is a valuable tool for assessing provider and office efficiency. By measuring production on a daily basis, it provides insight into how efficiently a provider or office is using their time. It is best viewed over a week or larger date range, and many offices use this metric to set goals for providers and the office as a whole. By using this metric, providers and offices can identify areas where efficiency could be improved, leading to increased productivity and profitability.

Production Per Visit

Production per Visit in the Provider Pulse 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.

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 Metrics

Collections

The Collections metric in the Provider Pulse 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.


Hygiene Metrics

Perio Presented %

Perio Presented % in the Provider Pulse divides the total number of patients presented 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 %

Perio Acceptance % in the Provider Pulse 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.

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 %

Perio Visit % in the Provider Pulse divides the total number of patients that were seen for perio into the total number of Hygiene Visits 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

Hygienist Visits per Hour in the Provider Pulse 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.

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 %

Hygiene Re-Appointment % in the Provider Pulse is 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 the following ADA procedure codes: D1110, D1120, D4341, D4342, D4355, D4910, D4921, D4999, D6080, D4346 and D6081.

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 %

NP Hygiene Re-Appointment % in the Provider Pulse is the percentage of the provider's new patients that have scheduled a future hygiene appointment. The type of visit is determined by the ADA code attached. These hygiene codes include the following: D1110, D1120, D4341, D4342, D4355, D4910, D4921, D4999, D6080, D4346 and D6081.

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 %

Fluoride Treatment % in the Provider Pulse is 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.


Case Metrics

Patient Presented %

Patient Presented % in the Provider Pulse 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.

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

Avg. Treatment Presented in the Provider Pulse is the total presented dollars divided by the total number of unique patients that had treatment presented to them.

By monitoring this number by provider, we can quickly see which provider is taking the time to identify needed treatment or elective treatment with his or her patients and which providers may need some training. If you see someone performing well, find out what that specific provider is doing differently and learn from him/her so that their actions can be replicated by everyone. If there is an outlier that is having less than stellar results, have them learn from the high performing team member's behavior to help them improve.

Patient Acceptance %

Patient Acceptance % in the Provider Pulse 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.

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 %

Treatment $ Acceptance % in the Provider Pulse 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 have been completed as of today. If a team member was part of this patient’s appointment this team member will get credit for the treatment dollars accepted.

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 %

Same Day Treatment $ Acceptance % in the Provider Pulse 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.

Example: Presented Treatment $ Amount / Total Treatment $ Scheduled (or completed the same day) = Treatment $ Acceptance %

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 Seen

Avg. Accepted $ per Seen in the Provider Pulse 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.

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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