Dental Practice Growth & Performance Worksheets

Dental Practice Growth & Performance Worksheets Dental4Windows

QuoteRunning a successful dental practice requires more than good intentions. It requires clear planning, measurable goals and a strong understanding of performance. Whether you’re planning the year ahead, reviewing performance, or aligning your team around shared objectives, we have free worksheets to help you move from insight to action. 

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These dental practice worksheets (available as PDF or an Excel spreadsheet) provide simple, structured tools to help practice owners, managers and leadership teams make informed decisions based on real data. 

Worksheet Key Formula Calculations in Dental4Windows

Worksheet 1 - Growth

  1. Understand where your dental practice stands today 
  2. Identify sustainable growth opportunities
  3. Set realistic, achievable business goals 
Key Formulas
Metric
Formula
Notes
How to calculate numbers in D4W
Related Articles
Patient Growth Rate
(New Patients – Lost Patients) / Total Active Patients × 100
New Patients = first visit in the period
Lost Patients = no visit in 18 months (as at period end)
Active Patients = patients seen in the last 18mths (excl deceased etc)
New Patients = New Patients Report
  1. Select the required period
Lost Patients = Extended Query #1*
Active Patients = Extended Query #2*
New Patients Report
Revenue Growth Rate
(Current Period Revenue – Previous Period Revenue) / Previous Period Revenue × 100
Revenue = Invoices
Accounting: Invoices and Receipts over a period Report
  1. Tick Show Totals only
  2. Use the value against Invoices (inc. GST) on the last page within the section Overall Totals
Capacity Utilisation (%)
Booked Chair Hours / Available Chair Hours × 100
Report shows Hrs : min, round this to the nearest hour or adjust the time to be a standard number (eg. 45min = .75)
Worktime Analysis Report (Appt Book)
  1. Booked Chair Hours = Appointments
  2. Available Chair Hours = Plan

* Extended Queries #1 & #2 Explanations
Extended Query #1 = Lost Patients: Where the 18 month anniversary since their last visit was between DATE & DATE
Queries SQL Filter = DATEADD ( month, 18, last_visit ) > Date('2025-01-01') and DATEADD ( month, 18, last_visit ) < Date('2026-01-01')

Extended Query #2 = Active Patients: Have been seen in the last 18 months
Queries SQL filter = last_visit >= DATEADD(month, -18, Date('2026-01-01')) and last_visit < Date('2026-01-01')


Worksheet 2 - Planning

Use this worksheet to translate your goals into clear initiatives. Goals should be (S M A R T):
Specific: Clear and well defined
Measurable: Be able to track progress and/or results
Achievable: Realistic and attainable
Relevant: Align with your team or business priorities
Time bound: Consider deadlines or timeframes

Worksheet 3 - Business Performance

  1. Track the key performance indicators (KPIs) that matter most 
  2. Improve decision-making across your practice 
MetricFormulaNotesHow to calculate numbers in D4WRelated Articles
Revenue per Patient
Total Revenue / Number of PatientsRevenue = Invoices
Number of Patients = Patients Seen (the number of patients who received treatment within the reporting period)
Total Revenue =  Accounting: Invoices and Receipts over a period Report
  1. Tick Show Totals only
  2. Use the value against Invoices (inc. GST) on the last page within the section Overall Totals
Number of Patients = Extended Query #3*
Accounting: Invoices and Receipts over a period Report
Treatment Acceptance rateAccepted Treatment Value / Proposed Treatment Value x 100Accepted Treatment Value = Treatment Plans with the Status Accepted or Completed
Proposed Treatment = All Treatment Plans created, regardless of Status		Treatment Plan Status Report
  1. Tick Group by Plan Status & Show details 
  2. Accepted = Combine the Plan Value of Accepted and Completed Treatment plans 
  3. Proposed Treatment Value  = Combine the Plan Value for all Treatment Plans
Treatment Plan Status Report
Recall EffectivenessPatients who received a recall reminder and booked an appointment / Patients who were sent a recall reminder x 100To break it down by Recall Message Type (eg. Email, SMS, Letter), use the Recall Message Type Effectiveness ReportRecall Effectiveness Report
  1. Select the number of batches
    Booked
  2. Sent is displayed in the Total cell on the bottom right
Recall Effectiveness Report

* Extended Queries #3 Explanation
Extended Query #3 = Patients Seen: The number of patients who received treatment between DATE & DATE
Queries SQL Filter = last_visit >= Date('2025-01-01') and last_visit < Date('2026-01-01')