Dental Practice Growth & Performance Worksheets Dental4Windows

Running 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. 

Download Worksheets

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. 

Download a copy of the worksheets

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 Select the required period Lost Patients = Extended Query #1* Active Patients = Extended Query #2*	New Patients Report Extended Queries
Revenue Growth Rate	(Current Period Revenue – Previous Period Revenue) / Previous Period Revenue × 100	Revenue = Invoices	Accounting: Invoices and Receipts over a period Report Tick Show Totals only Use the value against Invoices (inc. GST) on the last page within the section Overall Totals	Accounting: Invoices and Receipts over a period Report
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) Booked Chair Hours = Appointments Available Chair Hours = Plan	Worktime Analysis Report

* 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 
   

Metric	Formula	Notes	How to calculate numbers in D4W	Related Articles
Revenue per Patient	Total Revenue / Number of Patients	Revenue = 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 Tick Show Totals only 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 Extended Queries
Treatment Acceptance rate	Accepted Treatment Value / Proposed Treatment Value x 100	Accepted Treatment Value = Treatment Plans with the Status Accepted or Completed Proposed Treatment = All Treatment Plans created, regardless of Status	Treatment Plan Status Report Tick Group by Plan Status & Show details  Accepted = Combine the Plan Value of Accepted and Completed Treatment plans  Proposed Treatment Value  = Combine the Plan Value for all Treatment Plans	Treatment Plan Status Report
Recall Effectiveness	Patients who received a recall reminder and booked an appointment / Patients who were sent a recall reminder x 100	To break it down by Recall Message Type (eg. Email, SMS, Letter), use the Recall Message Type Effectiveness Report	Recall Effectiveness Report Select the number of batches Booked 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')

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