For data accuracy, ensure all patients have treatment entered and invoices & payments are generated

There are five charts in this dashboard

1. Daily Net Production
   
1. The total $ value of invoices minus any refunds or discounts
   
   
2. Hourly Net Production
   
1. Net Production (total $ value of invoices minus any refunds or discounts) / Patient Hours (The amount of time the provider spent seeing patients according to the appointments start-end time in appointment slots)
   
   
3. Net Production per Patient
   
1. Net Production (total $ value of invoices minus any refunds or discounts) / Per Patient (number of Unique patients seen)
   
   
4. Patients Treated
   
1. How many UNIQUE patients a provider has treated in that period
   
2. Reliant on the Items added to Treatment. The UNIQUE number of patients Existing & New patients) with AT LEAST one TREATMENT item number is entered to the Treatment
   
3. Excludes the following treatment: Deleted treatment, Non treatment & No reporting items
   
   
5. New Patients Treated
   
1. The UNIQUE number of patients with AT LEAST one TREATMENT item number is entered to the Treatment tab for the FIRST TIME
   
2. Excludes the following treatment: Deleted treatment, Non treatment & No reporting items
   

Clinician Appointments & Utilisation Dashboard

For data accuracy, ensure appointment books are setup according to provider workdays, treatment plan items are included in patient appointments where possible and the arrived / check-in / check-out feature is used

There are five charts in this dashboard

1. Chair Utilisation %
   
1. Clinical Hours v Available Hours
   
2. Clinical Hours = How many hours the clinic is open according to the appointment book
   
3. Available hours = How many of those hours that can be filled with appointments
   
   
2. Chair Utilisation & Whitespace Chart
   
1. The hours in the appointment book that were available (empty slots) to see patients but not used
   
   
3. Lost Revenue Through Whitespace
   
1. The lost revenue through no appointments according to your hourly net productions (The total value ($$) of invoices minus any refunds or discounts)
   
   
4. Average Treatment Time (minutes)
   
1. The average length of minutes of each appointment
   
   
5. Average Wait Time (minutes)
   
1. The average length in minutes a patient is waiting to be seen
   
2. Use Arrived/Check in/Check out feature for accurate calculations
   

Clinician Treatment Plans & Service Mix Dashboard

Information includes treatment plan acceptance, completion & active, items used totals via $ value, % and count.

For data accuracy, ensure Treatment Plan status is used, active tick box is marked/unmarked, new plans are created and items not added to old plans, items are categorised/ grouped using the “Procedures classifications”. 

There are five charts in this dashboard

1. Treatment Plan Acceptance
   
1. Shows the Treatment Plans presented and accepted for the selected clinician for the time period selected
   
   
2. Treatment Plan Completion
   
1. Shows the Treatment Plan completion rate for the selected clinician for the time period selected where treatment plans (Percentage of treatment plans completed relative to the number that were created in that period)
   
   
3. Active Treatment Plans
   
1. Active Treatment Plans: Treatment Plans with the Active Treatment Plan checkbox ticked Complete Treatment Plans: Treatment plans with the all items transferred to the Treatment tab
   
2. Incomplete Treatment Plan: Treatment plans with some items transferred to the Treatment tab, and the Treatment Plan Status IS NOT in Complete status, and Treatment Plan Status IS NOT Rejected
   
3. Charts include completed number of patients & completed value
   
   
4. Service Mix by Amount
   
1. A pie chart that shows the services mix by $ amount for the clinician for the time period selected
   
2. The item codes used are grouped by their Procedure Classification category and the pie chart displays slices according to the $ value contribution of each category to the total
   
3. The logic used here to calculate totals is the same as KPI-01 & Items Performance reports
   
   
5. Service Mix by Count
   
1. A pie chart that shows the services mix by count for the clinician for the time period selected
   
2. The item codes used are grouped by their Procedure Classification category and the pie chart displays slices according to the number of contribution of each category to the total
   
3. The logic used here to calculate totals is the same as KPI-01 & Items Performance reports
   

Practice Administration Dashboard

Information includes the number of New versus Existing patients treated, reappointed, recall appointments, cancellations, payment types, discounts & collections.

For data accuracy, ensure appointment cancellation reasons are used, recalls is selected at appointment time when a recall appointment is being made, discount categories are used

There are ten charts in this dashboard

1. Patients Treated
   
1. How many UNIQUE patients a provider has treated in that period
   
2. Reliant on the Items added to Treatment. The UNIQUE number of patients Existing & New patients) with AT LEAST one TREATMENT item number is entered to the Treatment
   
3. Excludes the following: Deleted treatment, Non treatment items & Non reporting items
   
   
2. New Appointments by Patients Type
   
1. The number of new appointments by New and Existing patient status
   
   
3. New Appointments by Appt Type
   
1. The number of patients treated by recall/non-recall status
   
2. Only considers Recall appointments where appointment recall set is used
   
   
4. Rebooked Appointments
   
1. A patient who attended and had treatment with a future appointment created on that same day
   
   
5. Appointment Outcomes
   
1. Kept Appointments are appointments that were attended where treatment was entered versus any cancelled appointments
   
   
6. Cancellation Reasons
   
1. Reasons used when a patient has been marked as FTA/UTA
   
2. Use cancellation reason feature for accurate data
   
   
7. Payments by Payer
   
1. A breakdown of payers
   
   
8. Payments by Type
   
1. A breakdown of payment types
   
   
9. Discounts to Production %
   
1. Discount % based on the total gross production during the selected period
   
   
10. Payments on the Day of Production %
    
1. Payments made % based on the total gross production during the selected period
   

Management - Patients Dashboard

Information includes recall numbers booked, comparisons of sent recall versus recalls booked, new patients versus number of lapsed patients (not seem for 18mths), New Patients minus Lapsed Patients, gender ratio, referral types.

For data accuracy, ensure recall batches are created, recalls is selected in Appointment window when a recall appointment is being made, gender is selected for every patient, patient referrals are used

There are six charts in this dashboard

1. Recall Analysis
   
1. The number of recall appointments booked
   
2. For an appointment to be counted as a recall appointment, it needs to be linked to a recall set
   
3. Recalls Sent – All the recalls sent within during the period / Recalls Booked – Of the patients that received a recall, the number of patients that booked a recall appointment within the same period
   
   
2. Recall Effectiveness
   
1. The effectiveness of the recalls in the period
   
2. Recalls Booked / Sum of Recalls Sent (%)
   
   
3. New and Lapsed Patients
   
1. New Patient: The UNIQUE number of patients with an item number entered into Treatment for the first time versus Lapsed Patient: A lapsed patient is one whose 18th Month anniversary since their last visit was in the period specified and has no future appointments on the current date
   
   
4. Net Patient Gain
   
1. New Patient: The UNIQUE number of patients with an item number entered into Treatment for the first time minus (-) Lapsed patients: A lapsed patient is one whose 18th Month anniversary since their last visit was in the period specified and has no future appointments on the current date = net patient gain
   
   
5. Patient Demographics
   
1. Active Patients are broken down by age bracket and gender
   
2. Active Patient: An active patient is any patient who has had treatment performed in the same Location in the last 18 months
   
   
6. New Patient Referral Analysis
   
1. The number of patients by referral sources
   

Management - Appointment & Financial Dashboard

Information includes appointment cancellations by count and %, rebooking %, debts & payment collection, gross versus net production comparisons and chair use %.

For data accuracy, ensure you use FTA/UTA status and/or cancellation list, appointment books are setup according to provider workdays, all treatment is invoiced with discounts included where applicable

There are seven charts in this dashboard

1. Appointment Cancellations
   
1. The number of appointments that have been moved / copied to cancellation list or where appointment is marked as FTA/UTA
   
2. Where an appointment with FTA or UTA status is left in the Appointment Book as well as in Cancellation List, it is counted as one Cancelled Appointment. The status of this Appointment is obtained from the latest record in the Cancellation List. If the same appointment has been added to the cancellation list multiple times, it is counted as ONE Cancelled Appointment with the Appointment Status from the latest record
   
   
2. Cancellations to Appointment %
   
1. A percentage of cancelled appointments. Cancelled Appointments / All Appointments %
   
2. If an appointment with neither FTA nor UTA status is left in the Appointment Book as well as in Cancellation List, it is counted as one Cancelled Appointment
   
   
3. Rebooks to Appointment %
   
1. A percentage of appointments attended that made another appointment
   
2. Rebooked Appointment: On the day of the first appointment, the appointment was marked as Attended and the patient had treatment. A new appointment was created on the same day as the treatment
   
   
4. Debt Movement
   
1. The debtor balance on the last day of each month including Bad Debts and All Issued
   
   
5. Payments to Productions
   
1. Payments as a percentage of gross production = Payments Collected / Gross Production %
   
   
6. Gross Vs Net Production
   
1. Gross Production: The total $ value of items recorded in Treatment versus Net Production: The total $ value of invoices minus any refunds or discounts
   
   
7. Chair Utilisation
   
1. Clinic Hours / Available hours %
   
2. Clinical Hours: Appointment book hours assigned as clinical work time = Appointment hours with linked patient IDs PLUS any Break hours with work time set to YES. Available Hours: The time available in the appointment book to see patients = Total number of hours in the appointment book minus (-) break hours with work time set to NO
   

Online Appointments Dashboard

Information includes online vs. offline (in person or via phone) booking comparisons, online booking trends, new vs. existing status and demographical information on the patients who book online, and online appointment analysis by time and booking reasons.

1. Online v Offline Appointments:
   
1. The number of appointments that have been booked via an online source by patient v appointments booked directly into D4Web by the D4Web user
    
   
2. Appointment Mix
   
1. The total percentage & overall number of online v offline appointments
   
   
3. Booking Trend
   
1. A view of how many online appointments were scheduled month by month
   
2. This could be used as a guide to view if uptake of online booking trend may be due to a recent  marketing promotion. Examples: SMS notifications to patients, Social Media posts
   
   
4. By Patient Type
   
1. New Patient v Existing patients
   
   
5. By Gender
   
1. For New patients its the gender selection at time of booking appointment
   
2. For Existing patients its the current Gender found in the Patients page (unless updated at the time of the booking)
   
   
6. By Age Group
   
1. For new Patients, the age data comes from the DOB entered at the time of the booking
   
2. For Existing patients its the current DOB found in the Patients page (unless updated at the time of the booking)
   
   
7. By Booking Time
   
1. The time of day bookings are made
   
   
8. By Appointment Time
   
1. What times are the appointments scheduled for
   
   
9. By Booking Reason
   
1. The reason (treatment type) selected at the time of making the booking