Monday reset, and the bottleneck has moved. For the first time in months the schedule is not the problem: August has $89,758 produced through the 13th with $76,562 already booked, $166,319 in sight against the $160K goal, and broken appointments have fallen three months running, 32.7% in June to 24.6% in July to 20.5% now, the best sustained stretch in your 13-month window. The chairs are filling. What is not working is what happens once a patient is in one. July closed at 18.0% fee acceptance on $672,476 presented, the worst read in the window, and you lost 57 patients against 44 new, a net minus 13 and also the worst in the window. August is already answering the first one at 25.6%, so whatever changed in the treatment room this month, name it out loud in the huddle and make it the standard before it drifts back. The second one needs a person: pull July's 57-name attrition list and have one named owner call every one of them this week. One more thing, and it is time-sensitive: today's brief prices SBA 7(a) at Prime plus 2.25 to 2.75%, roughly 6.75 to 9.75%, terms to 25 years, down payments as low as 10%. Your loan file has never looked better than it does right now with July and August both reading strong, so request term sheets from two dental specialty lenders this week while the numbers are on your side. I am your coach on the strategy, not a substitute for your filed-return CPA or an attorney on anything you sign.
What changed since last run
Evening run, Wednesday Aug 19, 6:11pm. Quiet close, which after this morning is the good kind of update. No new Divergent report has landed since the morning run: the Aug 19 daily files tomorrow morning and the next weekly aging is due Friday or Saturday, so the scoreboard is unchanged from 5:31am. Collections hold at $136,543, net production at $102,518, the month still paces to about $176,559 produced and $235,157 collected with 32 new patients of the 40 goal, broken appointments 20.5%, reappointment 83.5%, case acceptance 23.5% on fees and 69.4% on patients. I re-pulled QuickBooks at 6pm to catch any daytime posting and the books held. August income reads $126,419 against Divergent collections of $136,543, a normal posting lag of about $10K, not a problem, the deposits simply have not cleared into the ledger yet. Operating expense is $28,456 month to date and net income $92,599, but that overhead is still artificially low because August payroll, rent and most lab have not posted, so I am keeping the August overhead, net income and owner-pay cells blank in the history table rather than hand you a number that compresses hard at close. The balance sheet is flat versus this morning: cash $137,718, Taxes $50,000, Profit $37,000, Chase 0871 $17,522, Chase 8837 and the SBA at zero, Huntington $750,000, IRS $15,000 carried, ex-practice debt $32,495 and total debt $782,495. The $40,000 card paydown has now survived two syncs, so treat it as a real paydown, not a reclass. Coach's take for tonight: nothing on the board changed today, which means the two time-sensitive items I flagged this morning are still sitting undone. One, get the name of who approved the discount that grew month-to-date adjustments to $21,204 and set the rule before it repeats, that is roughly $11,300 of production given away at the front desk. Two, the loan file: today's brief priced SBA 7(a) at Prime plus 2.25 to 2.75% and both July and August read strong, so request term sheets from two dental lenders this week while the numbers favor you, and negotiate your PPO fee schedule before you finance office two. Receivables still read the Aug 15 weekly, $86,070 over 90 of a $212,209 book, 40.6%, and watch the 31 to 60 bucket that jumped to $30,344. This is a non-Monday run, so the coach note and Top 5 below still carry Monday's framing and focus item five still quotes the card at its old $57,923 level; the Monday rebuild re-ranks on current numbers. Nothing was archived. Not a substitute for your filed-return CPA or an attorney on anything you sign.
Rebuild case acceptance on fees July closed 18.0% on $672K presented
Back to number one on raw dollars. July was the worst fee acceptance in your 13-month window even with patient acceptance at a healthy 71.8%, which means patients are saying yes to something and no to the full plan. August is running 25.6% month to date, so the fix is already visible inside your own building. Codify it: present same day, attach financing to every plan over $1,500, and keep the case-presentation huddle on the calendar so this does not slide back in September.
Each point on $672K presented is about $6.7K a month; holding 24% instead of 18% is roughly $40K a month of accepted treatment
Stop the attrition bleed 57 lost vs 44 new in July
Carried over and still open. July's net minus 13 is the worst in the window and it quietly drains the recurring hygiene base that office two will lean on. Pull the July attrition list, assign one named owner to call all 57 this week, log the reason every single one gave, and fix the top recurring reason. Pair it with the 18-month dormant reactivation list. Today's brief also flags that acquirers now walk away from practices that lean on one producer and thin staffing, so retention depth is loan-file evidence too.
At roughly $300 of near-term monthly production per retained patient, July's net loss is about $4K a month of recurring production, compounding every month it repeats
Protect the $76,562 already on August's books $166,319 in sight vs $160K goal
Reframed from fill the chairs, because the chairs are full. $89,758 is produced and $76,562 more is scheduled, which clears the $160K goal if it holds. Broken appointments are at 20.5%, 15 of 73 appointments on the week-of-Aug-3 read, the best stretch in the window but still roughly double a healthy rate. Keep the confirmation discipline that produced the improvement, work a short-notice fill list against every cancellation, and start the two-week AI voice receptionist trial from today's brief so missed calls stop leaking schedule before office two opens.
Every broken-appointment point is chair time you already paid staff and rent for; this month is yours to lose, not to win
Keep working the over-90 AR $86,070 of $212,209, 40.6%
Carried over with a caution flag. After six improving reads the over-90 bucket has now drifted up two weeks running, $85,193 on Aug 8 to $86,070 on Aug 15, and the total book grew about $14K as the 31 to 60 bucket jumped from $19,386 to $30,344. That newer money is the warning: today's 31 to 60 is next quarter's over-90. Keep the named person on it, refile or appeal stale insurance claims, and collect the estimated patient portion at the chair with a card on file.
Collecting 25% of the over-90 is about $21,500 of cash, and stopping the 31 to 60 bucket from aging is worth more than chasing it later
Attack the Chase 0871 card and IRS balance $57,923 card plus $15,000 IRS
Carried over and unchanged, which is the problem. The card sits at $57,923 near 24% APR while $127,893 of cash sits on hand, including $50,000 walled off in Taxes and $27,000 in Profit, and the IRS balance keeps accruing penalties. Pay the IRS now from the Taxes account, set a fixed monthly principal payment on the card, and stop new spend on it. Chase 8837 is down to $1,414 and the SBA is paid off, so this is the last expensive money you touch. It also matters this week: a lender pulling your file for office two sees a maxed 24% card and prices you accordingly.
About $14K a year in card interest plus IRS penalties, and it directly affects the SBA 7(a) terms you are about to request
