Dental practice KPIs: the reports a flat practice should be running every month
Alex Zlatin · CEO · April 12, 2027
What's your hygiene recall rate? Production by provider? How much accepted treatment is unscheduled? Your practice management software can answer all three. In most clinics, nobody has asked it in a while, because nobody quite remembers where the reports are or which filters to use.
Month end tends to come down to two totals, production and collections. Good month, okay month, back to work. What those totals don't show is the slow drift underneath: recall slipping a point a quarter, one provider's schedule thinning, receivables creeping past sixty days. When a practice has been flat for a couple of years, the reasons are often sitting in its own data. These are the reports worth running.
Hygiene recall rate
This is the share of patients due for hygiene who actually come in. It's the heartbeat of the practice, because hygiene drives both recurring production and the treatment that follows it. A recall rate that slips by a point or two a year doesn't show up in any single month. Over three years it shows up everywhere. Look at the rate itself, and at the overdue list grouped by how long each patient has been overdue.
Unscheduled treatment
Diagnosed and accepted treatment with no appointment is production the clinic has already earned the right to. Run the report monthly, total it and watch its age. A growing total means follow-up is falling behind. Clean it as you go, because completed or duplicate items make the list look bigger and harder to act on than it is.
Production by provider and by day
Practice totals hide the detail. Production by provider shows whose schedule is thinning. Production by day of the week shows which days the clinic consistently underbooks. Both point to scheduling and staffing decisions that totals never reveal.
New and active patients
Track new patients per month and where they came from, alongside the active patient count over the same period. If new patients are steady and the active count is flat, the practice is losing existing patients as fast as it gains new ones, and that's a retention problem, not a marketing one.
Accounts receivable by age
Receivables that sit past sixty or ninety days get harder to collect every month. An aging report shows whether patient balances and insurance payments are being followed up or quietly piling up.
Make it a habit, not a project
None of these reports takes long once it's set up. The work is in setting them up properly and checking that the data behind them is clean: patients who moved away marked inactive, providers mapped correctly, recall types consistent. After that, fifteen minutes a month is enough to see a plateau forming long before it shows up in the totals.
MaxiDent's reporting covers production, collections, recall rates, provider performance and receivables. Every Mint Ops dental clinic client is paired with a Success Team, including an implementation manager who sets up the reports you need and makes sure the data behind them is clean. Independent hygiene and denture clinics get regional support and implementation.