New Patient Stats in your Chiropractic Software

Jun 23, 2017

Do you ever hear colleagues talking about how many new patients they have per month or their Patient Visit Average, or Patient Income Average? Do you ask yourself what that number really even means? Let’s step back and think about the way your own practice works.

Do you know where most of your patient base came from; is it referrals or community events or walk-ins? If referrals, where are those referrals coming from? It is important when you are running a business to look at statistics of the business to outline any weaknesses, improvements, and accomplishments keeping your mission and goals in mind. Continue to develop what IS working and fix or re-evaluate what is not effective. When using statistics to make decisions in the practice, it is important to make the numbers as realistic as possible. Who cares what you tell colleagues, right!?

It is also important to remember how busy you are and how busy your staff is. While the push to get your chiropractic software to manage your patients’ notes and billing has become prevalent, you should think about what else the software can do for you. A software conversion is time consuming, so you might as well get something fully capable for growth, scalability, and completely customizable as you adapt your approach and techniques through time.

You will find that many programs are going to tag anyone that is input into the system as a new patient. It is important to think about that; IS anyone you enter into your software a new patient? For example, if you go to a wellness event and schedule 10 appointments and only 7 of the people show up for their initial exam and then only 3 actually come back and get an adjustment and commit to care, do you have 10, 7 or 3 new patients? How do you keep track of all of it?

We previously mentioned keeping your staff and your time in mind, it can take a lot of time and paper and math (everyone’s favorite subject) to figure this out at the end of the month. Technology is designed to help you work smarter, not harder. Technology can also make computations for you based upon established metrics. Make sure you select a software that has practice management capabilities built-in, and is not just a glorified calendar.

So how does it work in VitaLogics– First you will need to establish what needs to happen in order for a person you enter into your software to become a new patient, is it after their first appointment, after their second adjustment, or maybe if they accept a plan of care? Once established, the next step to consider is looking at your conversion rates of those names entered into the software by who is a new patient for your clinic. AND then, what do you do with that data?

There are many Chiropractic coaches available that offer guidance on this specific tool; however, you can easily denote a couple of generalities. If you are getting a high number of names input and low number of new patients, then you may want to look at the events you are attending to attract people or your confidence when scheduling and confirming their first appointment. If you are getting them into the office for a first appointment but not after or not accepting a plan of care, you may want to re-evaluate how you are educating them about their condition and your care recommendation in that initial visit. Additionally, if you notice that you are not inputting a lot of names, then you can’t expect the conversion to new patient to be large because the whole process is similar to a funnel. The wider the top of the funnel (number of names input) the wider the bottom (number of new patients).