10 metrics that define a healthy orthodontic practice

Key performance indicators for practice growth and long-term stability

Orthodontic practices rarely fall behind all at once. Small signs — missed calls, low Phase I to II conversion, or scheduling gaps — add up quietly until thousands in production are lost.

The key is catching those changes early. Gaidge data shows that practices that track these areas consistently are quicker to adjust and better positioned for long-term growth.

Here are the 10 Key Performance Indicators (KPIs) you need to monitor to stay on course and keep your practice growing.

1. New patient adds

New patient adds measure how many patient inquiries are entered into your system with enough information to follow up, including name, contact details, and referral source. It reflects how effectively your marketing and intake processes capture leads and move them toward scheduling, even without an immediate exam.

2. New patient adds to exams

This metric tracks the percentage of inquiries that become scheduled exams. It shows how well your team follows up, communicates value, and guides patients to commit.

3. Case acceptance rate

Of the patients who come in for an exam, how many start treatment? A healthy rate is typically above 75%. If it’s lower, review how clearly you present treatment plans, explain costs, and address objections. Improving this rate has a direct impact on production and financial health.

4. Treatment starts

Treatment starts represent the active production in your practice. Tracking this metric helps you monitor volume, forecast growth, and plan team capacity. Breaking it down by treatment type (like Phase 1, Phase 2, or aligners) can also reveal shifts in demand and highlight new growth opportunities.

5. Observation pool

Patients not ready for treatment should be entered into observation and tracked over time. Benchmarks show that 20% of exams move into observation, and 20% of starts come from those patients. A well-managed pool keeps your start volume steady and predictable.

6. Phase 1 to Phase 2 conversion

If your office provides Phase 1 treatment, this metric tells you how many of those patients return for Phase 2. Lower rates can reveal weak follow-up systems or unclear communication about next steps.

7. Net production

This is production after discounts, write-offs, and adjustments. It provides a more realistic view of the value your work is generating.

8. Net collections

Collections reflect revenue actually received. Comparing this to production helps pinpoint issues in billing, payment follow-up, or insurance workflows.

9. Treatment efficiency

Treatment efficiency compares expected treatment time to actual duration. Monitoring it allows you to reduce delays, streamline scheduling, and close cases on time.

10. No-shows and repairs

Though often considered minor, no-shows and repairs disrupt schedules and increase clinical workload. Tracking them can reveal issues with compliance, appliance reliability, or scheduling strategy.

The foundation for sustainable growth

Clear metrics drive better decisions. These 10 KPIs sharpen your view of what’s working, what needs attention, and where to act next. With Gaidge Analytics, you can track them in real time and turn your data into strategic action.

Schedule a demo at https://www.gaidge.com/demo to see how Gaidge turns your data into actionable insight.

This information was provided by Gaidge.