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The Only Online Marketing Blog for Dentists You'll Need
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The Free Dental KPI Template: 12 Practice KPIs Every Practice Should Track

The Free Dental KPI Template: 12 Practice KPIs Every Practice Should Track

8/28/2026 12:56:00 PM   |   Comments: 0   |   Views: 61
A full schedule can make it seem like your practice is performing well. Then the month-end reports arrive, and the numbers tell a different story.

Production looks strong while collections lag. New patients go up while existing patients quietly stop showing up. The problem usually isn't a lack of data. It's that the numbers are spread across four different reports, making it difficult to see how they fit together.

Which KPIs should a dental practice track?

A dental practice should track production, collection rate, overhead, production per visit, hygiene reappointment, no-shows, new patients, patient attrition, case acceptance, cost per new patient, call handling, and revenue per new patient. A dental KPI template brings these numbers together and calculates the KPIs using the monthly reports your practice already produces.

At Titan Web Agency, we work with dental practices every day, and this confusion comes up regularly. We built this guide and the free dental KPI template to put the numbers that matter in one place. Knowing which numbers matter is one part of running a dental practice, and it's the part most owners were never taught.

What's Inside the Dental KPI Template for Excel and Google Sheets?

Once a month, you enter 19 raw figures. Most come straight from your practice management software: production, adjustments, collections, visits, hygiene numbers, appointments, new patients, active patients, and treatment presented and accepted. Operating expenses and marketing spend come from your profit and loss statement. Four figures come from call tracking, website forms, or your front-desk log.

If you don't have call tracking yet, leave those four blank. Everything else still works, including new-patient production, which comes from your practice software.

The four tabs and what you do with each

  • Start Here defines every figure, explains where to find it in Dentrix, Eaglesoft, Open Dental, or Curve, and flags the mistake people usually make when recording it.
  • Monthly Inputs is where you enter your data. Twelve rows, one per month. It's the only tab you touch.
  • The Your KPIs tab calculates each result and color-codes it. Five metrics have a published industry benchmark and are scored against it. The rest have no reliable universal figure, so they're scored against your own 12-month average rather than a number we invented. A year-to-date section below updates as you go.
  • The Benchmarks and Sources tab lists each formula, the benchmark, and where it came from.
You don't need to work out any percentages first. If you presented $100,000 in treatment and patients accepted $70,000, enter those two numbers, and the template returns a 70% case acceptance rate. Same for collection rate, overhead, production per visit, cost per new patient, and lead-to-appointment conversion.

Several benchmarks below are from the American Dental Association's Measuring Success guidelines, including collection rate, overhead, new-patient growth, case acceptance, hygiene reappointment rate, and cancellation rate.

Get the: Free Dental KPI Template

Category: Marketing
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