Another year is upon us! During this time of the year, we often find ourselves with an extra spring in our steps, full of determination and often uttering the words, “This is going to be the best year”. If you are like me, you would buy yourself a brand-new diary and write down all the resolutions for the year on the first page. In my case, that list seems to be about the only thing I write in that diary for the entire year. Regardless of where you record your resolutions, the reality of achieving the goals set at the beginning of the year is not particularly encouraging. According to recent research, 23% of people quit in the first week, and 43% give up by the end of January. Even more sobering, nearly 80% of resolutions are abandoned by February, with the average resolution lasting just 3.74 months.
If you are a dental business owner, I am sure some of your resolutions relate to your practice. Whether it is increasing revenue, attracting more patients or recruiting more clinicians, an important fact is that business resolutions are less forgiving than personal ones. Although not ideal, losing that extra 5 kg is something we could postpone to next year, whereas business goals, where success or failure will significantly impact the practice’s survival, cannot be postponed. At the end of last year, we discussed a comprehensive end-of-year report card to analyse practice performance in the previous 12 months. With that information at our fingertips, in this article, we will discuss the basic steps for using an “Analytical Lens” not only to understand but also to set and measure goals in your quest to successfully achieve those business-related New Year’s resolutions.
In 2026, dental practices have unprecedented access to business intelligence platforms and AI-powered tools that make data-driven decision-making easier than ever. Business intelligence platforms like Satora, Cubiko, Practice By Numbers, Dental Intelligence, and Jarvis Analytics provide real-time dashboards that automatically track KPIs, identify trends, and benchmark performance.
These BI systems integrate seamlessly with practice management systems, eliminating manual data entry and providing instant visibility into practice health. Meanwhile, AI tools like Pearl AI and Overjet enhance diagnostics, whilst platforms like DentalFlo, TrueLark and Viva AI optimise patient engagement. As we explore the Golden Business Formula, we’ll examine both traditional analytical approaches and how modern technology is transforming each component.
If you are an analytics novice or looking for more structured analytics, the best place to start is what business pundits call the “Golden Business Formula”. From a dental practice perspective, the formula looks like this:
Patient Visits × Value per Visit = Revenue
I hear you exclaim, “No way! It cannot be that simple!” It, in fact, is that simple. However, there is much more to this than meets the eye. Each component of this formula can be broken down into metrics and Key Performance Indicators (KPIs) to help you understand and impact various areas of your practice and increase your chances of achieving your goals. In the section below, we will examine each component of the formula to better understand it.
Patient Visits
An increase in patient visits will undoubtedly have a positive impact on increasing revenue. Some of the important metrics to monitor patient visits are:
- New Patient Count
- Appointment Cancellations
AI-powered scheduling systems can now predict which appointments are most likely to be cancelled based on patient behaviour patterns, weather data, and historical trends. Platforms like TrueLark and Viva AI send intelligent, personalised reminders at optimal times, reducing no-shows by up to 30%. Some systems even automatically fill cancellation gaps by contacting waitlisted patients within minutes, ensuring no revenue opportunity is lost.
- Appointment Rebooks
- Treatment Acceptance
- Recall Effectiveness
Modern business intelligence platforms provide real-time dashboards that consolidate all patient visit metrics in one place. Rather than manually compiling reports from multiple sources, practice managers can now access live data on new patients, cancellations, rebooks, treatment acceptance, and recall effectiveness. Platforms like Satora and Jarvis Analytics automatically track these KPIs, highlighting trends and anomalies that require attention. These BI systems can benchmark your performance against similar practices, helping identify areas for improvement.
Value per Visit
You should monitor the value of a patient visit and ensure that appropriate KPIs are in place to measure various areas that impact production, such as:
- Treatment Acceptance
AI diagnostic imaging platforms like Pearl AI, CoTreat and Overjet are revolutionising treatment acceptance. These systems analyse radiographs with 82-95% accuracy, generating annotated visuals that clearly show pathology to patients. When patients can see AI-highlighted issues on their X-rays, treatment acceptance rates increase dramatically. Studies show that 59% of patients trust their dentist more when AI is utilised in their care, which translates directly into higher value per visit.
- Production Treatment Mix
- Treatment Mix for Presented vs Accepted Treatments
- Treatment Plan Value per Treatment Category
- Accepted Treatment Plan Value by Patient Type
Business intelligence platforms help maximise value per visit by providing comprehensive views of treatment patterns and opportunities. Systems like Practice By Numbers and Dental Intelligence analyse patient histories, treatment acceptance rates, and production mix to identify revenue optimisation opportunities. Real-time dashboards show treatment mix trends, allowing practices to adjust their focus on high-value procedures whilst maintaining comprehensive care. These BI tools can identify patterns such as which patient types accept which treatment categories, helping practices tailor their case presentation strategies.
Value per Visit
The revenue component of the formula is entirely dependent on the success of the other two components: Patient Visits and Value per Visit. Yet, it is vital to closely monitor the revenue-related KPIs:
- Production per Hour/Day
- Production per Patient (New/Existing)
- Production per Treatment Category
- Collection to Production Ratio
AI-powered revenue cycle management tools like Pearly and Thoughtful AI are transforming collections. These platforms automate patient billing, send intelligent payment reminders via SMS with text-to-pay features, and reduce Days Sales Outstanding by up to 50%. Practices report a 33% boost in collection rates whilst reducing administrative overhead by 25-30%, allowing staff to focus on patient care rather than chasing payments.
- Production Period Comparison
Business intelligence platforms provide predictive revenue forecasting based on historical trends, seasonal patterns, and current performance. Rather than waiting for end-of-month reports, practices can now access real-time revenue dashboards that show production, collections, and outstanding balances. Systems like Satora and Dental Intelligence can alert practice managers to anomalies, such as unexpected drops in production or collection ratios falling below targets. Some platforms even provide recommendations for improving specific KPIs based on successful patterns from similar practices.
Embracing the Analytical Lens in 2026
The lists above are in no way exhaustive; they are aimed at giving you a starting point to get you on your way to successfully analysing your practice using data that you already have in your practice management system.
If you have not already done so, I encourage you to make one of your business-related New Year’s resolutions of 2026 to “Look at my practice from an Analytical Lens”. If done correctly, this resolution will pave the way for you to achieve your other business goals for the year. Once you start your exploration, you will discover other areas in your practice that can help you achieve success with the Golden Business Formula.
The arrival of business intelligence platforms and AI tools in 2026 means that this analytical lens is now clearer, more accessible, and more actionable than ever before. Platforms like Satora, Cubiko, Practice By Numbers, Dental Intelligence, and Jarvis Analytics have democratised advanced analytics, making sophisticated KPI tracking available to practices of all sizes. Whether you’re running a single location or managing a multi-practice organisation, these BI tools can automatically consolidate your data, identify trends, and provide actionable insights, all whilst integrating seamlessly with your existing practice management system.
The beauty of combining traditional analytical frameworks like the Golden Business Formula with modern BI platforms and AI tools is that you get the best of both worlds: time-tested business principles enhanced by real-time intelligence. You no longer need to be a data analyst to understand your practice’s performance. Business intelligence systems do the heavy lifting, translating raw numbers into clear visualisations and recommendations, allowing you to focus on what matters most: strategic decision-making and patient care.
With the power of data and technology, let us tackle 2026 head-on. May this year be the best year for your dental practice!
*This article was originally published in 2022 and has been refreshed with 2025 data and insights on artificial intelligence in dental practice management.
References
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About the Author
Sean Perera
Chief Technology Officer
