The seven reports
| Report | Look at | Question it answers |
|---|---|---|
| Patient visits | Daily | Are we busier or quieter than last month? |
| Collection | Daily | Does the cash and card total match the bills? |
| Outstanding dues | Weekly | Who still owes us, and since when? |
| No-shows | Weekly | How much booked time went empty? |
| New patients | Monthly | Is the clinic growing, or only serving existing patients? |
| Doctor workload | Monthly | Is one doctor overloaded? |
| Expenses | Monthly | Are costs rising faster than income? |
How to read them
One number means little alone. Compare it with the same day last week and the same month last year. Festivals, exams and seasonal illness all move clinic numbers.
Look for changes you can act on. If dues keep rising, the billing desk may need a rule about part payments. If new patients fall while visits stay flat, the clinic is living on its existing patients.
A ten-minute weekly review
- Check the week's visits against last week.
- Match collection with the bank and cash book.
- Read the list of dues and decide who to call.
- Check no-shows by doctor.
- Choose one thing to change next week.
Common mistakes
- Tracking many numbers and acting on none.
- Mixing bills raised with money collected.
- Leaving the owner's own pay out of expenses.
- Judging a doctor on revenue alone. Case mix and time per patient matter as well.