Practice Assessment Report
Your own numbers, and what they say together. Everything calculates as you type.
Sections are still being built and refined, and some calculations may not be right yet. If a chart or a number does not look correct, or you want a metric that is not here, use the report button at the bottom of any section. That is what it is there for.
Your practice numbers are never sent or saved. They stay in your browser and are gone when you close the page. The only things that reach Stephanie are your sign in details and any note you send from a report button. Refreshing clears your numbers, so do not close the tab until you have what you need.
The content and calculations in this report are AI-generated. It is your responsibility to know and follow your own state and national laws and your insurance contract obligations. This is a resource, not an absolute, and it does not constitute legal, financial, tax, clinical, valuation, employment or compliance advice. The figures are only as accurate as the reports they are drawn from.
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Who you are
The practice
Where to reach you
Owner permission
You have indicated you are not an owner of this practice. Practice performance figures belong to the owner. Confirm you have their permission before going any further.
Terms of use
The content and calculations in this toolkit are AI-generated. It is your responsibility to know and follow your own state and national laws and your insurance contract obligations. This is a resource, not an absolute. It does not constitute legal, financial, tax, clinical, valuation, employment, or compliance advice, and no guarantee of results is expressed or implied. The figures produced are only as accurate as the reports they are drawn from.
What is your active recall patient count?
What it is
Your active recall patient count is the number of patients who keep coming back for routine preventive care. It is the most honest measure of patient loyalty.
How it is figured
Add up one full year of cleanings and periodontal maintenance visits, then divide by 2.
Why divide by 2? A patient on a six-month recall has two of these visits a year, so dividing by 2 counts each patient once.
Why it is different from your software's active patient report
Most practice software calls a patient "active" if they were seen at all within a set time frame. That count includes one-time emergency visits and patients who only come in when something hurts. Those visits do not show loyalty. A patient who keeps coming back for preventive care does.
This count is intentionally conservative. Most software cannot see 3 to 4 month periodontal maintenance intervals or recall shared with a periodontist, so the true number may be slightly higher.
Estimate your active patient count
Answer three quick questions about your schedule. Compare the result with your active recall patient count below.
Built for general dentistry offices. This calculator can also be used for periodontal practices.
Pediatric practices: this estimate assumes 60-minute hygiene appointments. If your hygiene appointments are shorter, the estimate will not match your schedule, and you may need to do additional calculations on your own.
Select the days you are open above.
Step 1 · Analysis window and retention target
Step 2 · Procedure counts, five years plus last 12 months
Counts come off the production summary, all codes, all billing types, all providers. Run each calendar year as its own date range, then the last 12 months as its own range. Leave a cell blank if you do not have the figure. A blank is a finding, not a gap to fill in.
| Period | Hygiene recall codes | New patient codes | Perio therapy codes | ||||||
|---|---|---|---|---|---|---|---|---|---|
| D1110 Adult prophy |
D1120 Child prophy |
D4910 Perio maint |
D0150 Comp eval |
D0145 Comp eval <3 |
D0180 Comp perio eval |
D9310 Consultation |
D4341 SRP 4+ per quad |
D4342 SRP 1 to 3 per quad |
|
If your practice uses D0150, D0145, D0180 or D9310 on a recurring basis rather than at the start of a relationship, this figure will skew. Contact Stephanie directly and she will work out a solution that gets you an accurate new patient count.
D0140 and one time patients are left out on purpose. A limited exam should be converted to a comprehensive exam and the patient moved into recall.
If you want to know whether you have loyal patients, recall is the only measure of it. A loyal patient is one who comes back. It is not the one time emergency visit you never hear from again, and it is not the patient who only shows up when something hurts.
Step 3 · Calculated
| Period | Active Recall Count | Growth vs prior | New patients | Active Recall Potential | Potential patient loss |
|---|
Step 4 · SRP against perio maintenance
| Period | SRP quadrants | SRP patient equivalent | Expected perio maint increase | Actual D4910 change | Shortfall |
|---|
This report cannot tell you how many quadrants each patient had. The conservative assumption is four quadrants per patient, so every four SRP codes posted between D4341 and D4342 counts as one patient completing active therapy.
Every one of those patients should move into perio maintenance. Perio maintenance is therefore expected to increase at the same rate. Where it does not, patients finished active therapy and did not carry through into ongoing care.
If your software produces a report that shows quadrants per patient, Stephanie wants to see it. The assumption gets replaced with the real number.
Step 5 · The picture
Step 6 · What it says
The count divides total hygiene recall visits by two, because a patient on recall is seen twice a year.
Most systems will not tell you whether a patient is on a three or four month perio maintenance interval, or whether recall is being shared with a periodontist. Those patients post more than two hygiene visits a year and this formula still counts them as one patient at two visits. That makes this the most conservative read available. Your true count is unlikely to be lower than what it shows.
If your software produces a report that captures recall intervals or shared recall, Stephanie wants to see it. The formula will be sharpened around it.
The formulas behind it
(D1110 + D1120 + D4910) ÷ 2
(this year ARC ÷ prior year ARC) − 1
D0150 + D0145 + D0180 + D9310
Taken from posted code counts, never from the software's own new patient report. D0140 and other limited exams never count.
prior year ARC + (new patients × retention target)
(D4341 + D4342) ÷ 4
Four quadrants per patient, the conservative assumption. Perio maintenance is expected to increase at the same rate.
SRP patient equivalent − actual change in D4910
Active Recall Potential − actual Active Recall Count
In network plans
List every plan the practice is contracted with. Each one becomes its own write-off line below.
Production and collections
| Figure |
|---|
Adjustments and write offs
Each contracted plan carries its own line. Use the button below for anything that is not a contractual write off, and label it as your software labels it.
| Adjustment line |
|---|
The total adjustments row is the sum of every line you entered above it. Net production is production less that total. If the total does not match the adjustments figure on your own production report, the difference is a line you have not accounted for yet, and it is worth finding before anything else on this tab is trusted.
Accounts receivable and patient credits
As of the analysis date set on the first tab.