Fill the chairs first. Then expand.
Prepared March 2026
The Real Picture
| Mon–Wed | Dr. Arocha (GP) |
| Thursday | Dr. Amores (GP) — works PB all other days |
| Friday | CLOSED |
| Hygiene | 2 hygienists — not fully booked |
Revenue Left on the Table
The Game Plan
Hire Triggers
| KPI | Today (Est.) | Hire Trigger | Why It Matters |
|---|---|---|---|
| Patients/Day (Doctor) | 6–8 | 10–12 consistently | Schedule at 85%+ = time to add a provider |
| Patients/Day (Hygiene) | 5–6 per hygienist | 8–10 per hygienist | Full hygiene = add chairs before adding doctors |
| New Patients/Month | ~15–25 (est.) | 40–50+ | Need steady flow before schedule can sustain a new GP |
| Schedule Booked Out | Same-day slots open | 2+ weeks out | Patients waiting = proof of demand |
| Case Acceptance Rate | Unknown | 80%+ | Diagnosing but not converting = marketing won't help |
| Hygiene Reappointment | Unknown | 85%+ | Patients returning = compounding growth |
How We Fill the Chairs
The Patient Math
| First Visit (exam + cleaning) | $250 – $400 |
| Treatment Diagnosed | $800 – $3,000 |
| If Implant Case | $3,000 – $25,000 |
| Lifetime Value (3-5 yrs) | $2,000 – $5,000+ |
| First-visit revenue | $120K – $192K |
| Treatment accepted (60%) | $230K – $860K |
| Hygiene recall (builds) | $80K – $150K |
| Year 1 Total Added | $430K – $1.2M |
| Doctor Production (Fri) | +$185K – $250K/yr |
| Hygiene Production (Fri) | +$115K – $155K/yr |
| Phase 2 Total Added | +$300K – $405K/yr |
Unlock Hidden Budget
| Staff time on verifications | 40-60 hrs/week |
| Annual staff cost (est.) | $85K-$170K |
| Claim denials from errors | 15-30% |
| Write-offs from bad verifications | $40-90K/yr |
| AI platform cost | $150-600/mo per location |
| Annual cost (2 locations) | $3,600-14,400/yr |
| Staff reassigned to patient care | +Revenue generating |
| Claim denials reduced | 30-40% fewer |
The Reinvestment Loop
| New Hire | Cost | Revenue Added | Net Impact |
|---|---|---|---|
| 3rd Full-Time GP (5 days) | $180K – $250K | $740K – $1.38M | +$490K – $1.13M |
| Hygienist #3 | $75K – $95K | $250K – $400K | +$155K – $305K |
| Hygienist #4 | $75K – $95K | $250K – $400K | +$155K – $305K |
| Supplies/Overhead | $50K – $80K | — | — |
| Phase 3 Total | $380K – $520K | $1.24M – $2.18M | +$800K – $1.74M net |
This only works because Phase 1 marketing built the patient pipeline to fill the new providers on day one.
The Full Journey
Monthly Scorecard
| GP Daily Production | Target: $3,700+ |
| Hygiene Daily Production | Target: $1,200+ |
| Collection Rate | Target: 95%+ |
| Production/Collection Ratio | Target: <5% gap |
| New Patients/Month | Target: 40–50 |
| Case Acceptance Rate | Target: 80%+ |
| Hygiene Reappointment | Target: 85%+ |
| Schedule Fill Rate | Target: 85%+ |
| Website Leads/Month | Target: 60+ |
| Phone Calls Tracked | Target: 100+ |
| Google Rankings (Top 10) | Target: 15+ keywords |
| Google Reviews | Target: 700+ total |
| Total Overhead % | Target: 55–65% |
| Staff Cost % | Target: 25–28% |
| Marketing Spend % | Target: 3–5% |
| Profit Margin | Target: 30–40% |
Verified from Open Dental
Where Revenue Is Leaking
| Unaccepted treatment | $2,822,804 |
| Uncollected (6 months) | ~$540,000 |
| Hygiene patients at risk | 317 patients |
| At-risk hygiene revenue | ~$63,400/cycle |
| Collection rate mid-2025 | 83-99% |
| Collection rate now | 50-61% |
| Monthly gap | ~$90K/month |
| Needs investigation | Billing? Insurance lag? |
Money on the Table
| Treatment | Cases | Unbooked Revenue |
|---|---|---|
| Orthodontic treatment | 80 | $451,135 |
| Porcelain crowns | 165 | $226,802 |
| Implant placement | 84 | $218,513 |
| Retainer crowns | 106 | $141,994 |
| Abutment crowns | 68 | $113,964 |
| Full mouth restoration | 3 | $104,000 |
| Total (all categories) | 10,215 | $2,807,887 |
Immediate Action
Revised Strategy
The patients are already there. The production is strong. Fix the leaks, build the digital presence, and unlock the $2.8M sitting in your charts.