The Real Problem

You check your bank account balance and appointment schedule every day. But neither of these things tell you why profit is low or where the business is breaking down.

Profitable practices track a small set of numbers that identify problems early, before they become expensive to fix.

More Data Is Not The Answer

Tracking too many numbers create noise.

Noise creates inaction.

You need to be tracking the right numbers, on a regular cadence.

The 5 Numbers That Matter

You don't need a fancy dashboard and complex reporting, you need simplicity and clarity. These five numbers can tell you almost everything about how your practice is performing.

• Speed to schedule: How long does it take a new patient inquiry to get a scheduled appointment. Anything over 1 business day is a revenue leak.

• Provider schedule utilization: The percentage of available provider slots that are actually filled each week. This should be 80%.

• Cancellation recovery rate: How many cancelled appointments are successfully rescheduled. This should be at least 50%.

• Revenue per provider: Total collections divided by total provider cost. This should support a 2.5x–3.0x return.

• Payroll as a percentage of revenue: A rising number here signals over staffing, inefficiency, or role confusion. This should be no higher than 50%.

You don't track these numbers to punish your team, you track them to fix systems.

What Happens When You Track These Weekly

• Problems show up faster.

• You stop blaming marketing for operational issues.

• You stop hiring more people to fix structure problems.

• You stop reacting late.

• Decisions become easier because the data is simple.

Action To Take Now

Pick one number from the list above.

Track it weekly, for the next 30 days.

If it doesn't improve, the issue isn't effort, it's structure.

What To Think About Next

Once you know where the problem is, fixing it becomes much easier.

The next challenge is execution. Knowing what to do and actually getting it done are not the same thing.

Take the Next Step: Let’s Talk

If you’re ready to stop guessing and start running your practice with clear numbers, let’s talk. Our Business Coaching and Practice Management program helps psychiatry practice owners build simple reporting, tighten execution, and improve profit.

Schedule a free 30-minute strategy call to see how MindPractice can help your practice grow.

☎️ Click here to book your call 👈