How a dental practice runs
A practice earns revenue when providers complete procedures. Doctors diagnose and perform restorative and other treatment. Hygienists see patients for cleanings and periodic exams, which is also where much new treatment is diagnosed.
The schedule is the core operating tool. Each provider has blocks of clinical time, and the front office fills them. Procedures carry fees from the practice's fee schedule, but insurance plans often pay less, so the practice writes off the difference. Treatment that is diagnosed but not done right away goes onto a treatment plan, which the patient may accept now, later, or not at all.
Multi-location groups and dental service organizations (DSOs) run many practices under shared management and compare them on common definitions.
How it is measured
Most dental reporting answers three questions:
- Is chair time productive? Production per hour and how full the schedule is.
- Are patients following through? Case acceptance and hygiene reappointment.
- Is the money coming in? Collections compared to net production, and aging receivables.
Numbers are reviewed by provider, then by location, region, and group.
The metric set
Production per hour
How productive is each clinical hour, by provider?
Production ÷ clinical hours Patient retentionHygiene reappointment rate
Do hygiene patients leave with their next visit booked?
Patients booked ÷ hygiene patients seen Revenue cycleCollection rate
How much of what we are owed do we collect?
Collections ÷ (production − contractual write-offs) PatientsCase acceptance rate
How much recommended treatment do patients accept?
Accepted ($) ÷ presented ($)Data you need, at a glance
| Metric | Main data | Usually lives in |
|---|---|---|
| Production per hour | Completed procedures with fees, contractual write-offs, provider schedule blocks | Practice management system |
| Case acceptance rate | Treatment plans with presented dates and fees, plan status, linked appointments | Practice management system |
| Hygiene reappointment rate | Hygiene visits, future appointments with created time, patient status | Practice management system |
| Collection rate | Production at full fee, adjustments by type, payments, refunds | Practice management system, clearinghouse |
The most common gaps are schedule blocks that are not labeled clinical, write-offs mixed with other adjustments, and appointments not linked to treatment plans.
Interactive example
A sample dashboard with made-up data for three dental locations. Filter by provider, location, and date, and ask questions in plain English.
Glossary
- CDT code: the procedure code set used in US dentistry, maintained by the ADA.
- Collection rate: collections divided by net production.
- Contractual write-off: the difference between the practice's fee and what an insurance plan allows.
- DSO: dental service organization, a company that provides management and support to many practices.
- Gross production: completed procedures at the practice's full fee schedule.
- Hygiene reappointment: a hygiene patient leaving with their next visit scheduled.
- Net production: gross production minus contractual write-offs.
- Operatory: a treatment room with a dental chair.
- PPO: preferred provider organization, a type of dental insurance plan with negotiated fees.
- Treatment plan: the procedures a dentist recommends for a patient, with fees, presented for the patient to accept.
FAQ
- What are the most important dental KPIs?
- Most owners start with production per hour, case acceptance, collection rate, hygiene reappointment rate, and new patients. Together they cover productivity, patient follow-through, cash, and growth.
- Should dental KPIs be measured per provider?
- Yes for production per hour and case acceptance, because doctors and hygienists have very different schedules and procedure mixes. Roll up to the practice after.
- Are there dental benchmarks?
- The ADA Health Policy Institute publishes research on dental practice economics. We will cite specific figures only after confirming the source and year.