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3 Metrics Every Dental Office Should Track Today

Want reliable growth without adding chair time? Focus on the dental KPIs that impact your entire practice. When you track and improve these KPIs consistently, it can tell you exactly where to fill the gaps. Practice by Numbers gives you the visibility to see these metrics in real time and the insights to act on them before they impact your bottom line.

Why Dental KPIs Deserve Your Attention

Understand Practice Health
See how your operations perform beyond just production numbers.
Retain More Patients
Track loyalty patterns and reduce silent churn across your base.
Increase Case Acceptance
Identify what drives “yes” decisions and eliminate hidden barriers.
Improve Team Efficiency
Highlight bottlenecks and empower staff to perform at their best.
Build Sustainable Growth
Use accurate data to make confident decisions and scale smarter.

Case Acceptance Rate

If half of your recommended treatment never gets scheduled, marketing won’t fix the gap. Across thousands of offices, average case acceptance sits around 50-60% for existing patients and 25-35% for new patients. Top performers climb much higher by improving presentation, financing options, and follow-through.

How to improve with PbN: Use role-based dashboards to spot low acceptance by provider/procedure, then enable options like Payment Plans and Automated Follow-ups to turn “maybe later” into “booked.”

No-Show or Late
Cancellation Rate

Empty chairs quietly drains production. Industry data places typical dental no-show rates around 11-15%, with some offices seeing more. Consistent reminders, easy rescheduling, and online booking reduces missed appointments.

How to improve with PbN: Automate multi-channel reminders (SMS/email/voice), surface same-day openings, and track trends to adjust reminder frequency for better results.

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Hygiene Re-Appointment (Recall) Rate

The fastest way to a full schedule is re-appointing before patients leave. Many practices average 65-70% re-appointment while industry leaders target 85-90% to stabilize hygiene and increase restorative treatment.

How to improve with PbN: Use Daily Huddle and hygiene dashboards to flag unscheduled patients, then trigger recall campaigns (text/email) with Click-to-Book links.

Make Metrics Actionable with Practice by Numbers

Most teams are not short on data but lack clarity and tools to act on it. Practice by Numbers brings together analytics, online booking, reminders, digital forms, and payments so you can:
  • View all major KPIs in a single view by provider or location
  • Set ownership and goals in a 10-minute daily huddle
  • Launch targeted automations that that drive measurable results for case acceptance, recall, and no-shows
Track Case Acceptance, No-Shows, and Hygiene Re-Appointment every week. When your team measures what matters and uses a platform that connects insights to action, your schedule stays full, collections rise, and growth becomes repeatable. For a deeper dive on improving acceptance, see Practice by Numbers’ guide to tracking case acceptance.

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