Case Study: Dental Practice – Monthly Excel Reports
Objective
A busy private dental practice in Cheshire was facing high rates of patient cancellations and missed appointments (FTAs), which negatively impacted both revenue and operational efficiency. Although the practice had all the necessary data stored within their patient management system, they lacked the tools and knowledge to extract, analyse, and present the data in a meaningful way. They needed a solution to understand the reasons behind the cancellations and missed appointments and to take actionable steps to reduce them.
Solution
We worked closely with the dental practice to design a custom reporting solution that could extract and transform their raw data into actionable insights. We automated the process of pulling data from their patient management system and developed tailored reports that highlighted key metrics, including cancellation patterns, patient demographics, and the financial impact of missed appointments. These user-friendly reports allowed the practice to easily identify trends and make informed decisions. We continue to provide the practice with updated reports each month, ensuring that they always have the latest insights to drive improvements, and allowing them to focus on patient care while we handle their reporting needs.
Results/Impact
Within the first three months of implementing the new reports, the practice saw a 15% reduction in cancellations and FTAs. This was as a direct result of the insights provided by the reports, which allowed the practice to identify key patterns and trends in cancellations. By making informed adjustments to their appointment reminders based on the data, the practice was able to reduce missed appointments.This, in turn, led to increased appointment availability and improved revenue.
In addition the practice also used the reports to gain a clearer understanding of their patient demographics. They were able to identify key segments of their patient base, allowing them to develop targeted marketing campaigns, aimed at attracting new patients and improving engagement with existing ones.
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