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The monthly practice cockpit: 12 KPIs every private practice needs.

Most practices see their figures too late and in the wrong order: revenue first, everything else never. A cockpit with a dozen KPIs on one page shows each month where your practice stands – and where to act.

As of November 20266 min readBy Sebastian Grossmann and Dávid Szandtner

AT A GLANCE

  • Twelve KPIs are enough: three each for controlling, patient acquisition, team and workflows.
  • Every KPI needs a clear formula, a target and one person responsible.
  • Review the cockpit monthly, in 30 minutes, always in the same order.
  • The point is not the number itself but the decision it triggers.

Principles of a good cockpit

  • One page. If it does not fit on one page, nobody looks at it.
  • Same order every month. From money to the drivers behind it.
  • Targets, not just values. A number without a target cannot tell you whether to act.
  • Trends over snapshots. Show the last six to twelve months, not just this one.

The 12 KPIs

Controlling

  1. Profit against plan (year to date): are you on course for your annual target?
  2. Gross profit per doctor hour: how well doctor time is used. See gross profit per doctor hour.
  3. Revenue mix: share of your three to five main treatments in total gross profit.

Patient acquisition

  1. New enquiries per month, by channel.
  2. Share of suitable enquiries: enquiries that match your offer and target group.
  3. Cost per treated new patient: marketing spend ÷ new patients actually treated.

Team

  1. Conversion rate: treatments started ÷ consultations held.
  2. Follow-up rate: proposals followed up within 48 hours.
  3. Average gross profit per patient over twelve months.

Workflows

  1. Utilisation of doctor hours: booked ÷ available hours.
  2. No-show and late-cancellation rate.
  3. Equipment utilisation: used ÷ available device days.

Example month

KPITargetActual
Profit vs plan (YTD)100%92%
Gross profit per doctor hour€420€396
Suitable enquiries60%48%
Cost per treated new patient€220€265
Conversion rate55%51%
Utilisation of doctor hours85%79%
No-show rate4%7%

All figures in euros. The logic works in any currency.

Read from top to bottom, the story is clear: profit is behind plan because doctor hours are not used well enough. The drivers are visible underneath – too many unsuitable enquiries and too many no-shows. That points to two concrete actions rather than a vague “we need more patients”.

The monthly routine

  1. Fixed date: the same working day each month, 30 minutes, practice owner and practice manager.
  2. Top to bottom: profit first, then the drivers.
  3. Two actions at most, each with an owner and a date.
  4. Check last month’s actions before agreeing new ones.
  5. Update the forecast – see the guide to the rolling forecast.

This page explains the business and financial context. It is not a substitute for tax, legal or medical-regulatory advice in your country.

FREQUENTLY ASKED QUESTIONS

In brief.

How many KPIs should a private practice track?

Around ten to fifteen. Fewer and you miss the drivers; more and nobody reads them. Twelve – three per area – is a good starting point.

Where do the figures come from?

From your accounting, practice management or booking software and your marketing accounts. Most can be exported monthly; the effort lies in defining them once and consistently.

Who should be responsible?

The owner decides, the practice manager prepares. Each KPI should also have one person responsible for its target.

How does Mevia help?

In the controlling setup we define your KPIs and targets, build the cockpit from your data and train your team to use it.

What would your cockpit show?

In the free initial consultation we look at which figures you already have and which are missing.

Free initial consultation

READ ON

CONTROLLINGRolling forecast: steering towards your annual targetRead more →CONTROLLINGGross profit per doctor hour: which treatments really payRead more →