Accurate tracking of where our new patients are coming from helps multiple people in the practice! From asking for referral sources during our Five Star Call format to making thorough notes in Open Dental; the Shoreline Way of completing multiple tasks support obtaining the data that comes onto this spreadsheet.
As the New Patient Tracker serves multiple purposes, if we zoom out a bit we can see month over month, how many new patients were seen total, by location, and by provider. These allow our team to see patterns, understand where we may need to make adjustments, and have a running total towards our monthly and annual goals.
If we focus back in on an individual month, you’ll note that our Patient Care Liaison’s are tracking data on each new patient that walks through our doors that month. Information we track is who’s scheduled the patient, which doctor the patient saw, and who they were referred by. We also use this sheet to keep count of who we’ve sent Thank You letters from the doctors, ensure their referral source is entered in Open Dental, and if we’re mailing out a referral thankyou gift card from the practice. By entering in this data in a timely, accurate fashion, it allows the spreadsheet to populate a running count of appointments scheduled per team member and referrals, which are then used for team incentives!
On average, 64% of our new patients are referred to us from other patients?
Typically, it costs the practice around $100.00 to acquire a new patient.
Each new patient earns the practice upwards of $3800.00 during their time with us?
We wouldn’t know this either, IF we didn’t track it!
Even major league team’s don’t have a 100% batting average! When our team misses an opportunity to get a new patient on the schedule, we add them to the New Patient Lead Tracker. This gives our team the opportunity for another at bat, when they follow up on the lead.