Fill the chairs first. Then expand.
Prepared March 2026
Verified from Open Dental
| Mon–Wed | Dr. Arocha + 2-3 hygienists + specialists rotating |
| Thursday | Dr. Amores + Dr. Rand (surgery) + 2 hygienists |
| Friday | CLOSED — 12 ops unused |
| Providers on days worked | Busy — 20-40 procedures/day each |
Verified from Open Dental
Plain English
36% Chair Utilization
We counted how many providers (doctors + hygienists) work each day from your schedule data. Monday through Thursday, 4-5 providers are working = 4-5 operatories in use. You have 12 operatories. 4.4 used ÷ 12 available = 36%. Friday is effectively closed.
58.6% Treatment Acceptance
Of every treatment your doctors diagnose, we checked how many the patient actually schedules. In the last 12 months: 24,962 procedures were diagnosed. 14,635 were completed. 10,327 were never scheduled. That's $2.8M in work patients said "not right now" to.
~55% Collection Rate
For each month, we compared what the practice produced (billed) vs what was actually collected (paid). In March 2026: you produced $211K but collected $110K = 52%. This was 99% in July 2025. Note: some of this gap may be insurance payments still processing — but the downward trend since October needs investigation.
75.2% Hygiene Reappointment
Of the 1,280 patients who had a hygiene visit in the last 6 months, we checked how many have their next appointment already booked. 963 do. 317 don't — those patients may not come back unless someone reaches out to them.
40 New Patients/Month
We counted every patient whose first visit at Dadeland was in the last 12 months. Monthly range: 35-48. Average: 40. Industry benchmark for your size practice is 25-50 per full-time dentist — you're right in the healthy range.
The Game Plan
Hire Triggers
| KPI | Current (Verified) | Target | Why It Matters |
|---|---|---|---|
| New Patients/Month | 40/month (12-mo avg) | Already at target | Patient acquisition is strong — this is NOT the problem |
| Treatment Acceptance | 58.6% | 80%+ | $2.8M diagnosed but unscheduled — the #1 revenue leak |
| Collection Rate | ~55% (last 3 months) | 95%+ | Was 99% in Jul 2025 — dropped sharply, needs investigation |
| Hygiene Reappointment | 75.2% | 85%+ | 317 patients left without rebooking — $63K at risk per cycle |
| Dr. Arocha Daily Production | $4,461/day | Above $3,700-5,000 benchmark | Strong producer — not a performance issue |
| Chair Utilization | 36% Mon-Thu / 30% full week | 60%+ before hiring | 4-5 of 12 ops used daily — Friday closed adds 12 unused ops |
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
Industry Benchmarks
| Metric | Industry Benchmark | Dadeland (Verified) | Status |
|---|---|---|---|
| New Patients/Month | 25-50 per FT dentist | 40/month (1.2 FT GPs) | Healthy |
| Active Patients | 1,500-2,000 per FT GP | 2,442 (~2,035/GP) | Healthy |
| GP Daily Production | $3,700-$5,000/day | $4,461/day (Dr. Arocha) | Above Average |
| Treatment Acceptance | 80-90% (general practice) | 58.6% | Below — #1 Issue |
| Collection Rate | 95%+ | ~55% (recent) | Critical — Was 99% |
| Hygiene Reappointment | 85%+ (top: 90%) | 75.2% | Below Target |
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.