by | Jun 18, 2024 | Insights

What are Dental Practice KPIs, why they are important and how use them

Key Performance Indicators (KPIs) are measurable values demonstrating how effectively a dental practice achieves key business and financial objectives. 

Monitoring KPIs allows practice owners and managers to assess performance, identify areas for improvement, and make informed decisions to enhance practice efficiency, profitability, and patient care.

Common KPIs for Dental Practices:

  1. Patient Acquisition Rate

Measures: The number of new patients joining the practice within a specific period.

Importance: Indicates the effectiveness of marketing efforts and overall growth potential.

  1. Patient Retention Rate

Measures: The percentage of patients who return for subsequent appointments.

Importance: Reflects patient satisfaction and loyalty, essential for long-term success.

  1. Occupancy Rate

Measures:  The clinical available hours where treatment was delivered

Importance: High no-show rates can lead to lost revenue and inefficient use of resources.

  1. Treatment Plan Acceptance Rate

Measures: The percentage of proposed treatment plans accepted by patients.

Importance: Indicates the effectiveness of communication and trust between the dentist and patients.

  1. Average Revenue Per Patient

Measures: The average income generated from each patient over a specific period.

Importance: Helps assess the practice’s financial health and identify revenue growth opportunities.

  1. Treatment Production per Hour

Measures: The value of treatments provided per hour of clinical time.

Importance: Assesses the productivity and efficiency of dental practitioners.

  1. Overhead Percentage

Measures: the percentage of income spent on operating expenses.

Importance: Helps manage costs and ensures the practice remains financially viable.

  1. Staff Ratio

Measures: The level of support staff required per clinician

Importance: Identifies areas for staff training or workflow improvement.

  1. Patient Satisfaction Score

Measures: Patients’ satisfaction with key aspects of their treatment and care and their overall impression of the practice.

Importance: Directly correlates with patient retention and word-of-mouth referrals.

This score, assessed through surveys or feedback forms, reflects patient satisfaction with the services provided.

  1. Friends & Family Referral Rate

Measures: the number of new patients referred by existing patients.

Importance: Indicates patient satisfaction and trust in the practice.

  1. Patient Debt

Measures: The level of debt created by patients failing to pay for treatment conducted

Importance: Pressures business cash flow and reception resources to chase payments.

  1. Patient Numbers

Measures: Active, Lapsed and Inactive patients

Importance: Provided a view on whether your practice is growing or contracting

  1. New Patients

Measures: quantity and source of new patients

Importance: ability to measure marketing success by referral source and target marketing spend

  1. Marketing ROI

Measures: spend per patient on marketing activities

Importance: Ability to focus marketing spend on successful sources

  1. Treatment Referral Success rates

Measures: Conversions from referral leads to consultations and consultations to treatment

Importance: Identify important referrers by volume and treatment revenue, and success levels of the referral process


  1. Performance Measurement

KPIs provide a clear and objective way to measure the performance of various aspects of the practice, helping to identify strengths and weaknesses.

  1. Informed Decision-Making

By analysing KPIs, practice owners can make data-driven decisions regarding operations, marketing strategies, staffing, and patient care.

  1. Goal Setting and Tracking

KPIs help set realistic goals and track progress over time, ensuring the practice stays on course to meet its objectives.

  1. Improving Patient Care

Monitoring KPIs related to patient satisfaction, retention, and case acceptance can improve patient care and clinical outcomes.

  1. Financial Health

Financial KPIs such as average revenue per patient and overhead percentage are crucial for maintaining the financial stability and growth of the practice.

  1. Efficiency and Productivity

Productivity KPIs help identify inefficiencies and areas where workflow can be optimised, leading to better use of time and resources.

  1. Competitive Advantage

Regularly tracking and improving KPIs can give a dental practice a competitive edge by ensuring high service and patient care standards.

  1. Implementing KPIs in a Dental Practice

8.1 Select Relevant KPIs

Choose KPIs that align with the specific goals and priorities of the practice.

8.2 Set Benchmarks

Establish benchmarks and targets for each KPI to measure performance against industry standards or historical data.

8.3 Regular Monitoring

Consistently track and review KPIs to monitor progress and identify trends or issues early.

8.4 Data-Driven Actions

Use KPI data to make informed decisions and implement strategies for improvement.

8.5 Continuous Improvement

Regularly re-evaluate KPIs and goals to remain relevant and aligned with the practice’s evolving objectives.

In conclusion, KPIs are essential for dental practices to measure success, drive improvements, and ensure sustained growth and high-quality patient care. Dental practices can enhance performance and achieve strategic goals by systematically tracking and analysing KPIs.


Practice Intelligence Pro™ is a SAAS tool designed and developed by Collaborate in 2022 to collate and analyse practice KPIs

Practice Intelligence Pro™ identifies, sources, collates and interprets essential KPIs within a single easy-to-use web-based dashboard.

Collating, monitoring and analysing key performance data with expert and specialist help from the team at Collaborate provides practice owners with insights needed to operate more efficiently and make better decisions essential for sustainable growth and long-term success.

Practice Intelligence Pro™ has three plans: Lite, Essential, and Plus, depending on your needs, resourcing and budget.

Join us for our next webinar


With Collaborate’s Derek Turner. Derek will identify essential practice KPI’s – how to collate, monitor and analyse them for faster, smarter data-driven decision-making. The webinar will include a short demo of Collaborate’s powerful KPI Dashboard.

19:30 to 20:30 Thursday July 11 via Zoom

Book a FREE KPI discovery chat with industry expert Derek Turner

Discover how to collate, monitor, interpret, and respond to your practices' KPIs to increase revenue and profitability

If you would like more information about practice KPIs and how to measure and interpret them, please book a FREE discovery call with me at a time that suits you via:

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