Dental A Team with Kiera Dent

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Dental A Team

Let’s face it: you didn’t become a dentist to crunch numbers all day. But if you want a thriving, sustainable practice, tracking the right KPIs is non-negotiable.

KPIs (Key Performance Indicators) are more than just stats. They’re the pulse of your business. And if you don’t measure what matters, you’ll struggle to fix what’s broken.

At Dental A Team, we coach practices to not only track KPIs but use them as a growth engine. Here’s how to make that work in your practice, without drowning in data.

Why KPIs Matter (More Than You Think)

KPIs aren’t about micromanagement. They’re about clarity.

When you track the right numbers weekly, you get:
- Early warnings before problems escalate
- Visibility into what’s working and what’s not
- Accountability across departments
- Data-backed decisions (not just gut feelings)

Without KPIs, it’s like driving with your eyes closed. You might be headed straight for burnout and not even know it.

The Core KPIs Every Dental Practice Should Track

Here’s the shortlist we recommend every office track consistently:
- Net Production: Post-adjustments, per provider
- Collections %: Target at least 98%
- New Patients: With source tracking
- Case Acceptance: Measured two ways: by treatment plans and by revenue
- Reappointment %: Especially in hygiene
- Overhead: Broken down by category

Review these weekly. Even better? Discuss them in your leadership meetings and huddles so the whole team understands how their work affects the practice’s health.

KPI Ownership: One Number Per Person

One simple system we teach is assigning a single KPI per team member. It creates ownership and clarity.
- Your hygienist might own reappointment %
- Your scheduler might own the schedule-to-goal %
- Your billing coordinator might own claims paid within 30 days

When everyone owns a number, they’re not just clocking in. They’re driving results.

Advanced KPIs by Role

Once the core numbers are dialed in, consider layering in these role-specific indicators:

Doctors
- Production per hour (aim for $500+)
- Treatment acceptance
- Diagnostic rates

Hygiene
- Perio percentage
- Fluoride/sealant application
- Hygiene production at 3x pay

Front Office
- Scheduling to goal %
- Same-day treatment conversions
- Patient AR over 60 days

Office Managers
- Monthly scorecard trends
- Payroll percentage to revenue
- Overall collections

The goal isn’t to overwhelm, it's to illuminate.

How to Make KPIs Actionable

Here’s the hard truth: most teams track KPIs but don’t use them.

That’s where weekly check-ins come in. Ask:
- Are we hitting the number?
- If not, what’s causing it?
- What’s the one action we’ll take this week to improve?

A KPI without accountability is just another number in a spreadsheet.

Less Guessing. More Leading.

Imagine walking out of your office knowing:
- Collections are trending up
- The team is aligned
- The schedule is booked
- You’re on track for your growth goals

That peace of mind isn’t luck. It’s built by systems, leadership, and the right scorecard.

If you're not tracking KPIs yet or not using them to their full potential, start small. Choose 3. Review them weekly. Assign ownership. Take action. That’s how practices grow with intention!

Need help building your KPI dashboard?
Dental A Team helps dental practices build customized, actionable KPI systems that drive results. If you want support building a scorecard, coaching your leadership team, or simplifying the data side of dentistry, schedule a free strategy call at TheDentalATeam.com.

For more tips, check out our podcast.

Last updated: September 2025
Written by Jacintha Ham, Dental A Team