# Medical and Dental Practice Analytics: No-Shows, Production > Ask your practice system about no-shows and schedule fill by location, production by provider, collections, recalls and case acceptance. HIPAA BAA available. HTML version: https://supaboard.ai/industry/medical-practices **Find the empty slots and unpaid balances at every location.** Connect your practice-management or EHR database and ask in plain English: no-shows and schedule fill by location, production by provider, collections, recalls due and new patients by referral source. For multi-location medical groups, dental groups and DSOs, and specialty clinics such as dermatology and physiotherapy. ## Every question, by who asks it ### Front desk and scheduling - No-show rate by location last month, and by day of week - Schedule fill for the next two weeks by provider: who is under 80% booked? - Recall patients more than 3 months overdue with nothing booked, by location - Patients not seen in 18 months, for the reactivation list ### Providers and production - Production by provider last month against the same month last year - Chair and room utilisation by location last week: booked hours against open hours - Treatment plans presented in Q3: how many were accepted, scheduled and completed? ### Owners and finance - Collections against net production by location, month to date - Patient balances by aging bucket, for each location - New patients by referral source last quarter, against the quarter before ## Keep it running - **Last week, location by location** (Monday 07:00). No-shows, production and collections for last week, and schedule fill for the week ahead, as a PDF to the owners and every practice manager. Automation: Timed Start → Query Your Data → Summarize Insights → Send Email. - **Same-day cancellation watch** (Every 5 minutes). A SQL check finds new cancellations for today and tomorrow, and the front desk gets an email with the open slot and the recall patients due at that location. Automation: Alerts → Query Your Data → Send Email. - **A datasite for each location** (Month end). A private datasite per location, showing that location's schedule fill, production and collections, with Google or Microsoft sign-in. ## The numbers it keeps watch on | Measure | Definition | Source | In Supaboard | | --- | --- | --- | --- | | No-show rate | Scheduled appointments the patient did not attend ÷ all scheduled appointments | MGMA DataDive definitions | Weekly report, by location | | Schedule fill | Booked provider hours ÷ open hours in the schedule template | Common practice | Daily report for the front desk | | Production | Fees for completed procedures, by provider, at the office fee schedule; net production is after contractual write-offs | Common practice | Monthly report, by provider | | Net collection rate | Net fee-for-service revenue ÷ adjusted charges (gross charges less adjustments) | MGMA DataDive definitions | Each location's datasite | | Days in AR | Total AR ÷ (a year's adjusted charges ÷ 365) | MGMA DataDive definitions | Monthly owners' pack | | New patients | Patients with no care from a provider in the same group in the past 3 years | MGMA DataDive definitions | A rule, then a monthly report by referral source | | Recall rate | Patients due for recall with an appointment booked ÷ patients due | Common practice | Daily list for the front desk | | Case acceptance | Treatment plans accepted ÷ treatment plans presented, by count or by value | Common practice | Ask it each quarter | ## Where your data lives - [SQL Server](https://supaboard.ai/integrations/ms-sql-server): connects live - [MySQL](https://supaboard.ai/integrations/my-sql): connects live - [Postgres](https://supaboard.ai/integrations/postgresql): connects live - [Snowflake](https://supaboard.ai/integrations/snowflake): connects live Or attach an export to a conversation, as CSV or Excel: Practice-system reports. The tables these questions read: Appointments, with status: kept, cancelled, no-show or rescheduled; Provider and chair or room schedules, with open hours; Procedures with CPT or CDT codes, provider, location and fee; Charges, payments and adjustments, with patient and insurance balances; Recall due dates, and treatment plans presented and accepted; Patients, with first-visit date and referral source. ## Teach it your definitions once Rules are read with every question, so a term means the same thing in Chat, in Slack and in the Monday report. - Rule: "A cancellation less than 24 hours before the appointment counts as a no-show." - Rule: "Production means completed procedures at the office fee schedule, before write-offs." - Rule: "A new patient is one with no visit at any of our locations in the past 3 years." [How rules work](https://supaboard.ai/product/knowledge-and-rules) ## Already running on it A healthcare software company that builds an EHR and practice-management system uses Supaboard to give each clinic manager a self-serve analyst for their own clinic. (A Supaboard customer, described without its name.) ## Security - **HIPAA BAA.** Available on Enterprise. Sign it before patient data goes into Supaboard. - **Read-only by construction.** Database and warehouse queries are read-only. We give you the SQL for a read-only user too. - **Your data region.** North America, EU or Asia, chosen when the workspace is created. - **Credentials stay in the workspace.** Scoped to the one workspace that connected them, never logged and never sent back to a browser. ## FAQ ### Does it work with our practice-management system? If your system keeps its data in SQL Server, MySQL or Postgres and you can reach that database, connect it live and read-only. If it only gives you reports, upload one as CSV or Excel and ask about it. To keep the reports current on a schedule, have them copied into a database you connect. ### Will Supaboard sign a BAA? Yes. A HIPAA BAA is available on Enterprise. If patient data is in scope, sign it before that data goes into Supaboard. ### Can each location get its own numbers? Yes. Email each practice manager a report for their own location on a schedule, or publish a private datasite per location with Google or Microsoft sign-in. Groups that run each practice separately can keep one workspace per practice. ### How does it learn what we call a no-show or a new patient? Write it once as a rule, such as "a cancellation within 24 hours counts as a no-show". The agent reads its rules with every question, and you can save reviewed SQL as examples. ### Can the Monday numbers be in our inbox before the morning huddle? Yes. Schedule the report weekly at 07:00 in your timezone. It runs your questions, summarises what changed and emails a PDF, PowerPoint or Excel file. ## More in Healthcare & Life Sciences - [Revenue Cycle Management](https://supaboard.ai/industry/revenue-cycle-management): Denials, aging AR, days to bill and client SLAs, from claims and remittance data. - [Senior Care & Staffing](https://supaboard.ai/industry/senior-care): Authorised hours, missed visits, overtime and open shifts, from scheduling and payroll data. - [Pharmacies](https://supaboard.ai/industry/pharmacies): Scripts, margin by payer, stock and refills, from your pharmacy system's data. Supaboard is [the AI data analyst connected to your business data](https://supaboard.ai/). For the background on this industry, read [AI predictive analytics in healthcare: a practical guide](https://supaboard.ai/blog/healthcare-analytics). 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