Case study, Art Dental Clinic
More patients. Flat production.
How a Caverity Analytics Diagnostic found what a growing dental clinic was losing between the booking and the bank.
Key numbers
$394,621
in production leakage identified
One clinic, January 2025 to April 2026
- lost on average every month
-
≈ $24,700
lost on average every month
- lost for every $1 of revenue over the same period
-
54¢
lost for every $1 of revenue over the same period
- of appointments missed since the clinic opened
33.5%
of appointments missed since the clinic opened
About 1 in 3
- in outstanding accounts receivable
$46,654
in outstanding accounts receivable
38% of it past 90 days
- in production in April 2026
$58,010
in production in April 2026
About $58,000 a month, flat through 2025
The situation
Art Dental Clinic was doing the hard part well. Its patient base had grown steadily every year since 2022, and its marketing was working.
But production told a different story. Through 2025 it stayed flat at about $58,000 a month ($58,010 in April 2026) and swung month to month, even as more patients came through the door. Growth wasn't turning into revenue, and nobody could say exactly why.
What we did
We connected every appointment since the clinic opened in late 2022 with sixteen months of financial and receivables data, then put a dollar figure on what missed visits, aging balances and lost patients were costing.
The result was a single view of where revenue was leaking, how much each leak cost, and which ones to address first.
What the data showed
-
1 in 3
appointments missed since the clinic opened (33.5%)
No-shows were a system problem, not a patient problem
The ten worst repeat offenders accounted for only 5% of missed visits, so better patient lists alone wouldn't fix it. Fridays and Saturdays were the worst days, at 37% and 38%.
-
61%
of recall and hygiene appointments end in a no-show
Preventive care was the weakest link
Recall and hygiene was the most-missed appointment type in every month of 2026 except January, and scaling was missed 65% of the time. Only 19.6% of patients were booked for recall at all.
-
99
new patients who came once and never returned
New patients were walking out without a next visit
The most common last appointment for a lost patient was the new-patient exam. 31.5% of new patients have not come back, which wastes the marketing spend that brought them in.
-
$17,500
in receivables aged past 90 days
Old balances were going stale
That's about 38% of all outstanding AR. Ten patients held 27% of all patient balances, so a focused collection push on a short list of accounts could bring much of it in.
“Caverity Analytics gave us a much clearer picture of our practice, from appointment performance to our finances. The audit uncovered issues we hadn't recognized and put numbers behind problems we knew existed but hadn't fully appreciated. Understanding their scale helped us see where we needed to focus.”
What the clinic received
-
A 24-page performance report
Production, appointments, receivables, retention and procedure mix, laid out visually month by month.
-
Every gap, in dollars
No-shows, aging balances and patient drop-off measured from the clinic's own data, not industry averages.
-
A prioritized action plan
Specific next steps for scheduling, recall, collections and new-patient follow-up, split into what we build and what the clinic owns.
The plan we recommended
-
Risk-based reminders
Score each appointment's no-show risk and send one message, three, or a personal call to match.
-
Recall and first-visit follow-up
Flag patients before they go overdue, and send every new patient home with their next visit already booked.
-
Targeted AR recovery
A ranked list of who owes what, starting with the newest balances while they're still collectible.
-
Friday and Saturday fixes
Stronger confirmations, a short-notice waitlist and light overbooking on the highest-risk days.
Production leakage is scheduled production lost, mainly to missed appointments that were not rebooked, measured from the clinic's own records. Not all of it is recoverable; it shows the size of the opportunity. Figures cover January 2025 to April 2026 unless noted.
What is your schedule leaking?
Start with a Caverity Analytics Diagnostic. We'll put a dollar figure on it.