Schedule Statistics: To get started, the schedule team leader is assigned. If this is you, next you will visit with your doctors and office manager to set goals. It’s important to also communicate your goals with the rest of your team and report to them often.
Then, review each stat to determine if the information is already being gathered electronically and if so, ensure your team is entering this data accurately and consistently, then write down your process of data generation, which should include the name of the report, the location of the report, and any other relevant settings such as report start date and end date. This ensures the data is being generated with consistency and will help maintain accuracy over time. If there is a stat that must be tracked manually, ensure you define, standardize, and communicate this process as well.
Next, input stats daily on your lead measures to begin accumulating data for practice performance.
All of the white cells are customizable. Simply insert your data on the appropriate date and automated formulas will generate further calculations.
We recommend to have no more than one or two lag measures, also called a wildly important goal. Identify the lead measures that will create leverage to execute or achieve your wildly important goal and then make sure you track that stat consistently.
If your lead measure stats improve and no momentum or leverage is created towards achieving your wildly important goal, you may have a bad lead measure. Visit with your doctors and office manager to brainstorm the relationships of your lead and lag measures, ensure data is being input accurately, and replace your lead measure if needed.
We recommend daily tracking when the stat is part of a lead measures. For all other stats, we recommend a minimum frequency of monthly tracking. You may insert these values on the first of the month as a total sum when doing monthly tracking. A minimum of monthly tracking will help you spot intended and unintended peripheral trends as you focus intensely on the lead measures and your wildly important goal.
Okay! Let’s take a look at our schedule stats: we have refractions, projected clinic hours, schedule design, actual clinic hours, comprehensive exams, the comprehensive exam tracker.
How this works is you will see red flag indicators any time you are behind your goal. Now, this is a view for daily, weekly, and monthly so that no matter where you’re at in the month, you can see how you’re tracking. You can see you’re behind currently one exam, but for the month, you’re ahead three exams. Here again, we missed three exams this day, we’re behind four for the week, but for the month, we’re right on track.
These red-light indicators are available for comprehensive, problem-focused, and your no fee follow-up contact lens exams.
Finally, go ahead and insert your new patient count. This will be for all three appointment type buckets: comprehensive, problem-focused, and follow up, no fees.
Next, you can see your exam tracker for total appointments.
With a comprehensive tool such as this, your potential for improvement is limitless!Becoming disciplined in stats is how you will grow to know your numbers. Reflection, communication, and developing a habit of execution are keys to better practice performance.
We hope you are excited and feel empowered to run your stats sheet with purpose!
Next, let’s head over to the dashboard to see where the parties at.