Oakwood Smiles

https://www.oakwoodsmiles.com/

Production softened -6.3% YoY ($905,955 → $849,127). During the same window, new patient intake declined by 40 and leakage held steady. The practice scorecard shows 8 of 19 metrics passing, with 4 fails concentrated in schedule management and referral program. The analysis below frames where collaborative opportunities exist rather than assigning root cause — the team can use these numbers as a shared starting point for the next operating rhythm review.

1. Practice Marketing Scorecard

8Passing

4Failing

7Data Gaps

67%Pass Rate (of measurable)

Category	Metric	Current Value	Benchmark	Result
Patient Acquisition	Avg New Patients / Month (last 90d)	32.3	≥ 30	Pass
	NP Call Conversion %	N/A — Not on PeerLogic	≥ 55%	N/A
	Missed Call %	N/A — Not on PeerLogic	≤ 18%	N/A
	3rd Next Available NP Appt	N/A — Modento link not provided	≤ 7 days	N/A
Patient Retention	Unscheduled Active Patients (YoY)	1,158 vs 1,329	Decrease YOY	Pass
	Unscheduled $$ Opportunity (YoY)	$1,333,275 vs $1,505,159	Decrease YOY	Pass
	NP Hygiene Re-Appointment %	50.5%	≥ 40%	Pass
	Hygiene Re-Appointment %	92.7%	≥ 85%	Pass
	Pre-Appointment %	62%	≥ 60%	Pass
Schedule Management	Appointments Completed (YoY)	1,694 vs 1,778	Increase YOY	Fail
	No-Shows %	5.9%	≤ 5%	Fail
	Cancellations %	16.4%	≤ 5%	Fail
Online Reputation	Google Reviews (Total)	1,350	≥ 300	Pass
	Google Reviews (Last 30 Days)	N/A — requires Swell/GBP API	≥ 10	N/A
	Google Star Rating	5.0	≥ 4.5	Pass
	Google 5-Star %	N/A — requires Swell	≥ 90%	N/A
	Yelp Reviews (Total)	N/A — not in current scan	≥ 20	N/A
	Yelp Star Rating	N/A — not in current scan	≥ 4.0	N/A
Referral Program	Tracking Referral Source (Missing %)	32% missing	< 20% missing	Fail

2. Production & Revenue Overview

Production Gross

$849,127

▼ $-56,829 (-6.3%)

New Patients

▼ -40 (-29.2%)

Case $ Accepted %

47.1%

▲ +9.3pp (+24.6%)

Visits / Working Day

28.03

▼ -5 (-14.3%)

Metric	Q1 2025	Q1 2026	YoY Δ
Production Gross	$905,955	$849,127	▼ $-56,829 (-6.3%)
Production Scheduled	$753,775	$671,810	▼ $-81,965 (-10.9%)
Annual Patient Value	$1,133	$1,151	▲ +$19 (+1.7%)
Visits Per Working Day	32.72	28.03	▼ -5 (-14.3%)

3. New Patient Acquisition & Case Acceptance

Metric	Q1 2025	Q1 2026	YoY Δ
New Patients	137	97	▼ -40 (-29.2%)
New Patients / Working Day	2.58	1.67	▼ -1 (-35.3%)
Case Acceptance %	64.0%	71.2%	▲ +7.2pp (+11.3%)
NP Case Acceptance %	54.9%	76.0%	▲ +21.1pp (+38.4%)
Case $ Presented	$1,472,278	$1,168,917	▼ $-303,361 (-20.6%)
Case $ Accepted	$555,838	$550,143	▼ $-5,695 (-1.0%)
Case $ Accepted %	37.8%	47.1%	▲ +9.3pp (+24.6%)

4. Same-Day Treatment & Clinical Performance

Metric	Q1 2025	Q1 2026	YoY Δ
Same-Day Hygiene $	$6,559	$11,163	▲ +$4,604 (+70.2%)
Same-Day Restorative $	$446,996	$466,996	▲ +$20,000 (+4.5%)
Case Diagnosed % — Hygiene	1.0%	2.4%	▲ +1.4pp (+140.0%)
Case Diagnosed % — Restorative	34.7%	39.6%	▲ +4.9pp (+14.1%)

5. Patient Volume & Appointment Health

Metric	Q1 2025	Q1 2026	YoY Δ
Active Hygiene Patients	2,704	2,604	▼ -100 (-3.7%)
Unscheduled Active Patients	1,329	1,158	▼ -171 (-12.9%)
Unscheduled $ Opportunity	$1,505,159	$1,333,275	▼ $-171,884 (-11.4%)
Appointments Completed	1,778	1,694	▼ -84 (-4.7%)
Cancellations %	19.1%	16.4%	▼ -2.7pp (-14.1%)
No-Shows %	2.2%	5.9%	▲ +3.7pp (+168.2%)
Pre-Appointment %	59.0%	62.0%	▲ +3.0pp (+5.1%)

6. Appointment Confirmation & Patient Recapture

Metric	Q1 2025	Q1 2026	YoY Δ
DI Confirmed %	19.2%	26.0%	▲ +6.8pp (+35.4%)
NP Hygiene Re-Appt %	46.7%	50.5%	▲ +3.8pp (+8.1%)
Hygiene Re-Appt %	92.9%	92.7%	▼ -0.2pp (-0.2%)
Recaptured Patients	60	42	▼ -18 (-30.0%)
Patients Net Growth	-73	-73	▲ +0 (+0.0%)

7. Operational Efficiency

Online Scheduling Adoption	0.0%
Hygiene→Restorative Handoff Ratio	0.48
NP Close Rate (Cases)	76.0%
Avg Production / Visit	$501
Patient Attrition	212 (152.5%)

Call Conversion (PeerLogic Q1 2026)

NP Call Conversion	—
Existing Patient Conversion	—
Missed Call %	—
Top Reason Not Booked	—
Notes	In Onboarding

Online Reputation (Google Business Profile)

Rating	5 ★
Review Count	1,350
Address	4038 Mundy Mill Rd, Oakwood, GA 30566, USA
Phone	(770) 534-4292
Primary Category	dentist

Data Hygiene & Tracking Gaps

Referral Source Attribution: 32% of new patients (31 of 97) are missing referral source. This exceeds the 20% threshold and blocks reliable marketing ROI attribution. Without this data, we cannot tell which channels are producing new patients.

Production Waterfall Analysis (Q1 2025 → Q1 2026)

Bridges prior-period production to current-period production by attributing the change to specific drivers. Green = gained production; Red = lost production.

Driver	Impact	Note
New Patient Volume	$-27,212	-40 NP × $680 avg restorative/exam
Case Acceptance	+$108,709	Δ 9.3% × $1,168,917 presented
Same-Day Treatment	+$24,604	Current $478,159 − prior $453,555
Appointment Leakage	$-8,491	Prior 21.3% → current 22.3% (worsened)
Schedule Utilization	$-117,544	VPWD Δ -4.69 × 50 days × $501/visit
Other / Unattributed	$-36,895	Residual: fee schedule, payer mix, seasonality, provider changes
Net Change	$-56,829	Q1 2025 → Q1 2026

Action Plan — Organized by Support Team

Marketing

Reactivation campaign for unscheduled active patients — Pull the 6+ month overdue list from Dental Intel Analytics (not Engagement — Engagement only reaches patients with future appointments). This practice shows 1,158 unscheduled active patients representing $1,333,275 in opportunity.
Owner: Growth team + Office Manager • DI Workflow: Analytics → Unscheduled Active Patients → export → manual outreach assignment • Impact: Recovering even 10% of dollar opportunity = $133,327
Online scheduling adoption lift — Only 0.0% of NPs booked online. Audit Modento integration + website CTA visibility. Patients who can't find a "Book Now" button often don't call either.
Owner: Marketing + Web • DI Workflow: N/A — web analytics + Modento config • Impact: Captures after-hours + call-shy prospects

Operations

48-hour appointment confirmation protocol — Combined cancel + no-show rate is 22.3% (benchmark ≤10%). Use Engagement TouchPoint + manual phone backup + Park Column for unconfirmed slots.
Owner: Office Manager • DI Workflow: Engagement → TouchPoint rules + daily morning-huddle confirmation report • Impact: Moving to 8% leakage recovers ~$121,425

Office Manager

Referral source entry compliance — 32% of new patients are missing referral source attribution. This blocks all marketing ROI analysis — we can't tell what is working. Mandate entry at check-in + daily audit.
Owner: Office Manager • DI Workflow: DI PMS integration check + front desk training • Impact: Unblocks marketing spend attribution

Doctor

Peer review of case presentation + schedule availability — Production softened -6.3% YoY. Review the waterfall drivers together — the largest negative driver is where collaboration will unlock the most dollars.
Owner: Doctor + ROD • DI Workflow: Analytics → Production breakdown + VPWD trend • Impact: Recovers soft quarter via targeted lever

Executive

PeerLogic onboarding — This practice is not on PeerLogic, so we have no call-conversion data. Per Matt/Nathan strategy, get all practices onto PeerLogic — without it we cannot diagnose the front-desk funnel.
Owner: ROD + IT • DI Workflow: N/A — vendor onboarding • Impact: Unblocks call-funnel diagnosis
Strategic context (from Priority List review) — Elevated priority. Strong conversion (Patient Prism data), operationally solid. Flat-to-down NP flow despite pulling other levers. Most likely candidate for increased marketing spend in this cohort.
Owner: ROD + Growth • DI Workflow: N/A • Impact: Alignment on sequencing

AI Analysis Disclaimer: This report was generated by an AI system combining Dental Intel benchmarks, PeerLogic call data, and Google Business Profile signals. AI systems in dentistry are estimated at ~40% raw accuracy for clinical interpretation — every finding should be validated by the Market Manager, ROD, and Doctor before action is taken. Numbers are correct per the source CSVs; interpretations and recommended actions are directional, not prescriptive.