Episode : #1,207: This Is What Your KPIs Are Trying to Tell You

Podcast Description

Your key performance indicators do not have to be intimidating. In fact, with the correct frame of mind, they tell you exactly what’s going on in your practice! Kiera shares the smart way to utilize KPIs, including:

1. Looking for patterns, not just numbers

2. Finding the question in each KPI

3. Understanding KPIs are team-wide, not just for the owner

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Transcript:

Kiera (00:01)

Hello, Dental A Team listeners, this is Kiera, and I hope you’re excited because I’m gonna talk to you about KPIs and whether you’re excited about it or not, you’re gonna listen to KPIs because KPIs are the vital of your practice and your KPIs are really telling you a lot more, just like your vitals on your body are probably telling you a lot more than you think they are. I have been getting and falling in love with weight training, and I had a client shout out to her. She was like, Kiera, you need a new passion to become obsessed with, and I think weight training could be there.

But with my history, I was anorexic for a lot of my life. And thankfully that part of my life I think is like done and over. And I love food. And so with weight training, my coach was like, you’ve got to track in and you gotta weigh in. So it’s weighing in every day, doing your measurements, and then doing macros. And for a girl who is terrified of that, because a skill for me and eating food, like a lot of food.

was like no goes for a lot of years in my life. And what I found though is she was like, Kiera, you’re just tracking these because they’re telling you information like the food you ate yesterday, or are you like coming up on your menstrual cycle where you’re bloated and you’re holding more water? it’s been fascinating. And I’ve been tracking for almost a year now. So like huge win. Thank you. Thank you. I’m sure you’re all cheering for me. and if you’re not, I appreciate the cheers. but what I realized is like,

It’s just data and it’s telling me information. And I re bring that up because I believe that this was what our KPIs are too. The KPIs are just data to tell us if something’s working, if it’s not working. I’m obsessed with tracking my metrics. Like there was a while that I was weight training and I wouldn’t track what my weight was. And I never was getting stronger because like it’s like, I think I was at like 10 pounds last time, versus hey, last time you were at 10 pounds, we’re gonna start you at 10 on your warm-up and we’re going up to 12. And now I have a really like strict UR trainer.

Who watches my metrics, watches the pieces, and then adjusts accordingly. I am up to PRs that I’ve never been hitting, but it was because I actually use the data, not just track the data, to make better decisions. And that’s what your KPIs are. So I just want you to know that like look at your KPIs to look for the right messages because we’re only looking to see if we won or lost most of the time with KPIs. But using these to diagnose problems before they become expensive to me is where your KPIs really start to become impactful. Similar to like, wait.

Right. Like we’re trying to add and bulk up my calories. Like I came in at a lower calorie, no shock to anybody. but for us, it’s like, okay, well, for me also, how do I know I can add this much food in? Like, guys, so much protein. If you have protein tips, please email me. Be a protein buddy out there. I am so tired of eating cottage cheese, chicken, fair life shakes, cottage cheese. Like my main thing was like cottage cheese, wheat checks, gr raspberries, and peanut butter.

I have eaten Built Bars, like you name it, protein powder. I shout out to Ballerina Farms. That’s my favorite one. I’ve made an Orange Julius with vanilla protein powder. Like you guys, to get that much protein has been so hard. But I also know if I don’t get enough protein and I’m lifting, I’m not gonna get my the the gains and the strength that I’m actually going for. And this is to make Kiera, 95-year-old Kiera, to be freaking ripped. I wanna be like running and beating your 20-year-old son or daughter. Like that’s what I want to be doing. So

But if I’m not looking at this, I’m not diagnosing these problems. So like we’re adding more food food, but like we got to watch to make sure the measurements aren’t changing and we’re not adding it too quickly or not. So it’s this whole piece. Same thing with your KPI. So I hope that analogy was there. I hope that, and hey, if you want to talk to me about like protein or weight training, hi, I would love to talk to you because I was like rookie girl who didn’t even know how to lift going into it, wasn’t like a bodybuilding competition. There’s really, I don’t know how to explain it.

But there was this incredible photographer from Spain who does physique photo shoots. And that was like a goal I worked towards. And to be able to have that to weigh in, to do a bulk and a cut, to just like be able to turn my body into this incredible machine and see how I can fuel her. Hey, if you want to talk about that, like hey, maybe that’s another podcast of like, but happy to chat with anybody and just know, like, it’s really incredible. Also, exhaust the body, tame the mind. Shout out to Dan Martell.

It really has also made me a more powerful CEO and to navigate some of the hardest times in the business because I’ve been able to have that mental strength and support by working out. So total tangent, but like let’s get back into KPIs because KPIs really truly are so helpful for you. It’s the first thing that’s going to work with you. We have a KPI dashboard for all of our clients. We use the analytics with all of our clients because this will tell you before there’s truly a problem. And we can watch trends instead of being like, it was an off month or I feel this way. No more, I feels. It’s either I’m gaining.

My weight, like and it’s muscle, and I’m building muscle, or I’m just eating nonsense over here. Like it’s been really fascinating. So I want you to know this, and we’re gonna talk to you guys about like what your KPIs are really trying to tell you. So, as I mentioned, step one is looking for patterns, not just numbers. So, usually like we have a book of business trend for all of our consultants. So we’re watching certain KPIs on every single practice, all hundreds of clients that we have, we’re watching it.

And we look at kind of like a three-month trail. So I want to see how are these clients doing? How are they doing compared to last year? Because that’s going to tell us the whole story. Looking at it just monthly isn’t really going to tell you a lot. Just like me tracking my metrics every single day. Well, it’s not really going to tell me a lot. But looking at it over the course of time, I’m going to be able to see, okay, when my like as a female, when girls go on their period, guess what? They actually increase their weight because our hormones shift. So then I’m going to be able to start to see. I can actually start to tell without even looking at a calendar.

Which men, I don’t know. My husband’s like, how do you just not know these dates, Kiera? And I’m like, listen, and all the ladies are giggling, I don’t freaking know when this thing’s gonna come. It’s not like an alarm clock on the 30th of the month that shows up, gentlemen. Okay. So for a female for us to be able to track because of our metrics going up, I’m able to tell when my period’s coming much better than I used to be able to predict it because I’m actually watching and trailing that. But I’ve been tracking it for multiple months. So now I can see the pattern of what’s going to happen. So with that.

A lot of men are also giggling, like, well, Kiera, I could tell you beyond just weight. It’s probably your mood shifts. Hey, we women are emotional creatures, and I’m okay with that. All right. I hope you guys just enjoyed my like rant between men and women. And I hope you guys all got a good giggle because I did. But back to KPIs, I’m getting tangenty on you all. A single month’s not really going to tell us the whole picture. We’ve got to look at this of like, cause you can have high production, low production. I look in January. It’s really embarrassing when I’m showing a new client like an example of a book of business and showing them like,

How this client’s trending. January always usually has a low collection. And I know that because December is usually a lower month, which usually means my January is a lower collection. It happens almost on every single practice. So you go down the line, all those buckets for us of every client usually is red on their collection compared to their production. Usually they’re producing X amount, they’re collecting, but their December is usually two weeks, sometimes three if we’re lucky. But that tends to happen. So if I’m saying, like, my gosh, those collections are down.

Well, no, I need to look over this. Or if we’re panicking because we have a slow week, everything’s down. No, but we need to figure out like how we can actually predict this, how we can measure it. So what I like to do, and this is what our practices are doing, we’re looking over several months. So usually like a quarter. Also, I’m gonna look annually because sometimes it’s cyclical. Anybody have a September or an ominous October or a dead December? You’re welcome. because it’s either a September or an ominous October.

And some of my practices just have a genuine dead December. Like my practice in Hawaii, they must aloha over there. It is dead, dead, dead December. So we have to plan and prepare for that because I know it’s just gonna be dead. So we’re gonna look at this and we’re gonna look at the trends over several months. We’re also gonna look at cyclical, what’s happening annually, or even like month over month, what’s going on and what are kind of the trends. We’re gonna compare our KPIs against the goal. So, what should this be at? Where are we at? And then we’re gonna look for consistent movement. So

When I’m working with a practice, I’m not gonna say, all right, hygienist, we need to get our perio up to 30%. Let’s look and see where they’ve been for the last couple of months and then let’s increase it by a couple of percentage points. I’m not going from like I got a practice right now that’s an eight percent perio. Woo! We gotta talk about some bloody profies over there. It’s okay. I’m not stressed about it, but we do need to change that. We set a goal this quarter to get them up to 15%. And you might be like, Kiera, they gotta be to 30%. Yes, but me going from eight to thirty is psychotic.

You gotta go eight to 10 to 15, and we gotta be moving those KPIs in the right direction. Just like somebody losing weight, we’re not gonna be like, all right, you need to lose 50 pounds in two weeks. Like psychotic. Don’t do that. Let’s make these realistic so people actually get the momentum and want to grow. So when we’re watching this, look at hygiene reappointment, look at our case acceptance, but not in an individual week. Look at it over a month and like if I notice there are certain weeks, what was going on? Or if I was down, let’s go dig into it and find out why. Was it just an isolated incident?

Did we not have enough hygiene? Did we have a lot of openings? Find out why this KPI is telling you this rather than it just being a well, that’s annoying. Look at it as an early warning sign rather than a complete and total drop. This is going to help you predict future better off of today’s numbers. So, like, what’s our future gonna be? Like, use our numbers. Let’s better predict. Let’s look back at trends. It’s going to help you. Patterns are going to tell you the story. Numbers are where we’re going to start to like look into conversations. So

Looking for patterns, looking for true numbers. How’s this going to go? So I would recommend a quick call to action today is go look at the last six months of KPI. So we’re talking production, collections, overhead, profit. we wanna look at our case acceptance, we look at our new patients, we look at our AR, we don’t look at our hygiene. Those are just some off the top. There’s several others you can dig into. Like you can look at your schedule capacity, you can look at your answer call rate, we can look at our marketing, we can look at our new patients, but like look at our general ones that are gonna move the practice. And what are the last six months?

And identify a trend that’s moving in the wrong direction. Okay. And identify a trend that’s moving in the right direction. We don’t just want to use this as bad information, like there’s good information too. So what’s happening there? Go identify that. But again, not just looking at one week, because one week, one month can isolate and it actually won’t work. We’ve got an awesome office and we’ve grown them so much this year. They’ve added over 100,000 per month to their practice, and we’re talking this as a very large practice. But I love their office manager because she’s like, hey, last year we had this.

This is what we’ve got going on. We need to predict and project for this because we’re going to be running into these issues. That is using your freaking KPIs. And that’s what I would like all of you to get to. Okay, number two, every KPI should lead to a question. So one, we’re looking at patterns. Two, these are going to actually ask questions. So we’re asking why. Like I said, so collections are down. End of discussion. Instead, like, why are collections down? Did K and like you’ve got to think of it as like a trigger tree down. Like, I don’t know.

Don’t know what it’s called. Like it’s like it’s like a family tree almost. Okay. So it’s like a decision-making matrix. Here we go. So if our collections are down, what are the pieces that make up collections? Well, we’ve got insurance claims. We also have case acceptance. We have production. We have AR. Like those are going to be pieces that are going to impact. I know for a while all the insurance is like all of our collections were down across the board because one of the insurance companies were holding it up. Well, guess what? That’s why our collections are down. But we don’t just like

Say collections are down, go collect more. Let’s find out what the root of this problem is to see, like, what is our collection? How do we get this back up? There was one office where the collection percentage is sitting at 58%. Well, they’re not putting fee schedules in. That’s why their collections don’t look right. So, what is the reason for it? We gotta make, we gotta be curious. We also need to dig into the root problem, and then we gotta solve the problem, not just the symptoms. So, for that one when insurance was just holding up, not really a lot I could do with an asterisk. There actually was.

We could then start to do like let’s call our patients that are fee for service patients, bring them in. Let’s call in patients and fill our schedule with patients who are not on that insurance so we can boost up our collections. Like you might say, like, it’s out of my control, but if you actually use this and look at it and get creative, any KPI, you can drive that number and improve that. So I really, really, really, really want you guys to ask like why five times before creating a solution. Okay. So pick a KPI and ask why and why and why and why and why.

And then create a solution. Like, so why is this? Why? Like, what about this? Like, what about this? Like, dig, dig, dig, dig, dig. I sound like Snow White. Dig, dig, dig, dig, dig. You’re welcome. because this is going to actually help you guys figure out what is going on. And this is why consultants were so great. Because we ask the why. We dig to find out. All right, production’s down. Why? Like literally every consultant knows when I’m looking at it. I want to know why. If a client’s saying X, Y, or Z, I want to know why.

Tell me what’s going on. What are we noticing? What are the pen patterns? And not just for this month, but what’s been happening for the prior three months to it? Let’s figure out why. So that way we can predict and change moving forward and actually fix the problem. If you’re like collections are down, great, we’re just gonna fix our over the over the counter collections. Well, if we’re collecting fine there, we just solved a problem we didn’t actually have. It could be insurance, it could be that we’re not billing out, it could be that we’re getting denials left and right on things. Why? Like what’s getting denied?

Go dig there. So I really want you guys to one, you’re gonna look back six months. That’s number one, let’s look for pattern. Number two, I want you to pick a KPI that’s down any of them and start asking why multiple times before we create the solution so you can truly get to the root of it. And then number three is like KPIs should be for the entire team accountability. It is not just for owners. And I know this is very controversial. A lot of you come on calls with us to see if you want to work with us, and I’m like, cool.

We never roll out KPIs fully to the full team until you’re ready for it. I do not believe that I should force a practice to look at numbers if an owner doctor is not comfortable with that. What I do believe though is owner doctors, let’s share at least a couple of KPIs because if everybody knows their number, it’s like a scoreboard on the ball. Like, can you imagine teams like basketball, football? We’re going to football season. So maybe that’s the one you want to talk about. Can you imagine if they didn’t have a scoreboard and every person up there didn’t have a metric? Like, no, they’re all talking about their passing, they’re running yards, they’re how many games they’ve won.

That’s what we need. Our teams need to know like what is their number that’s gonna push us forward to the championship. So every single team member should know their number and they should be tracking it. I have so many office managers that are just awesome. They’re rocking it. But what they don’t do is they don’t have their team track their KPIs. So then their hygiene’s down, but no one knows it other than the OM. And then they’re trying to convince that hygienist to do their period. Versus if I’m a hygienist and I know my goal is 30% and I’m noticing I’m at 10%, 11%, 12%, what we track and measure improves.

So this is going to really help your team. Like give each team member a number. And I know this sounds so silly, but like they don’t even have to know the whole production. We just have to know like this is the number that you own. A scheduler. They’ve got to have their goal to goal every day. Like 90% of the days, I want us hitting goal. Treatment coordinator, non negotiable. Doctors have to be at goal every day, and they have got to hit our production goals every single month. Non negotiable. That’s what they do. Billing, you should never have more than one month’s worth of AR in there. Period. That’s what they need to do. Non negotiable. Non-negotiable. Okay. Office manager, you got to hold.

Hold your overhead. That is your number one KPI plus everyone else getting their KPIs. Hygienus, three times your pay. That’s what it is. Okay? That’s your number. And that’s on net, not gross. Next thing below that is gonna be pay you at 30%. That’s your number. That’s your metric. That’s what you’re gonna have. Dental assistants, you’re my trickiest ones. Dental assistants, you need to be adding one same day or not being a popcorn assistant or getting referrals. Like you choose what their number is. But every single person owns it. Billers, less than one month’s worth of AR and 98% collections. Everybody needs to know. Doctors, I need you producing what.

Like you need to diagnose three times what you want to produce. And if you’re at five hundred dollars an hour, I want you to be at five fifty. You need to know what your dollar per hour is. And we need to make sure we’re tracking this. I need you also diagnosing enough that we can close it. Treatment coordinators, what’s your case acceptance? Like, but notice I didn’t stay like I need you at thirty-five percent or I need you at fifty-five percent or ninety percent. No, treatment coordinator, I need you to get the doctor to go every day and to hit our production goal.

Very different, and a lot of us will be Well, you should get case acceptance. Well, guess what? They hit your case acceptance goal and not hit the actual outcome you want. So make sure the KPIs are directed to the outcome you want, not necessarily just a metric. So, and when everybody’s owning their number, everybody owns the outcome, and we all are rowing to that championship score. So I would recommend at least rolling that. I don’t care if they know anything else, but at least roll that out. So to quickly put this together, remember KPIs are the vital. We’re gonna look at this before there’s a problem. So number one, look for patterns. Number two,

Ask better questions, get to the why. And number three, create ownership and give everyone a KPI number. If this feels hard for you, or you’re like, I know I should do it, Kiera. I just talked to a doctor who joined us. He’s like, I know I need to do this, but I need some hand holding. If you’re like that doctor, join us. He just reached out, he’s got a consultant now. He’s gonna have his whole life change and I can’t wait. Office manager has no clue how to do this or implement this. Or maybe you do know how to do it, you guys are just not executing on it. Reach out. [email protected]. I want to help you. So let’s do this because KPI should not feel overwhelming.

For me, I needed a coach sitting next to me to be able to start tracking my metrics, tracking my weight, tracking my gains, tracking my macros. It was really freaking hard for me. And it took me two years to get to where I am. I first started out of like, let’s just get to the gym three times a week. Then let’s start looking at how much I’m lifting. Then let’s go into tracking macros of just protein. Then let’s go into tracking the whole kit caboodle of weight and metrics every single day. That was a process that did not turn overnight.

Otherwise, it would have been too hard. And so for you, let’s just start small. It’s like, and we as consultants set this up for you. You don’t even have to do it on your own. So just start. I need you watching your numbers. I need that you to use those as metrics. And not for me, but for you. Because the more you know about your KPIs, the more you’re gonna be able to make better decisions. You’re gonna feel more confident and you’re gonna be able to feel like you actually know your practice rather than being concerned about your practice all the time. So reach out if we can help you, because the right numbers can truly become your greatest leadership tools.

It doesn’t have to be scary, but it can actually help grow your practice and have easier conversations. So reach out. I’d love to help [email protected]. And as always, thanks for listening. And I’ll catch you next time on the Dental A Team Podcast.