Monday reset, and the story has shifted: cash collection is fine, the pipeline is not. June closed at 122.2% collections and $19K net income, but fee acceptance fell to 18.8%, patient acceptance to 60.2%, and attrition beat new patients 35 to 26 for the second straight month. Those three feed every future month, and they all sit in the same conversation: the treatment presentation. One move this week: run a 20-minute huddle on case presentation, require a financing option on every plan over $1,500, and keep the named person on the over-90 AR that is already coming down.
What changed since last run
Morning run, Friday Jul 10. The headline is the plumbing: the Divergent API bridge came online overnight (a live feed refreshed hourly), so the scoreboard now reads through Jul 9 instead of holding a day behind, and going forward the daily PDFs are backup rather than the source. With the fresh read, July looks better on volume and worse on close rate: net production jumped $9.5K in a day to $43,078 (Thursday alone was $12,694, the best day of the month, $10.3K ahead of the $112.9K month goal pace), collections $33,308 at 77.3%, and 14 new patients, now 2 ahead of goal pace. But month-to-date fee acceptance slipped from 20.8% to 16.9% and patient acceptance from 73.8% to 69.8%, so the production is coming from work already accepted while new plans keep stalling; that keeps the number one focus exactly where it is. Money notes: Chase 0871 paid down $1,775 to $56,353, so ex-practice debt is about $70K; QuickBooks still shows no July income, the usual lag; cash $76,266 with $50,000 walled off for taxes. AR is unchanged at the Jul 4 read, $99,913 over 90 of $216,844, and the new weekly aging should file today or tomorrow. Today's focus from the brief: get the second office's Google Business Profile set up now so it has review history by opening day. The Top 5 stands; Monday rebuilds it.
Top 5 focus areas
Rebuild case acceptance 18.8% fees, 60.2% patients
June was the worst acceptance month in the trailing twelve: 18.8% of presented fees accepted (prior carry was 20%) and patient acceptance fell to 60.2% from the mid-70s. This is the treatment-presentation conversation, not marketing. Run the case-presentation huddle, present same-day, and attach a financing option to every plan over $1,500.
Each point of fee acceptance on roughly $450K presented is about $4,500 a month
Keep working the over-90 AR $99,913 of $216,844
Carried over, and the pressure is working: over-90 fell from $113,456 (Jun 19) to $99,913 (Jul 4), 46.1% of total AR. Keep the named person on it, refile or appeal stale insurance claims, and move patient balances to statements or plans. Do not let up because it improved.
Collecting 25% of the over-90 is about $25,000 of cash
Cut the 32.7% broken appointment rate biggest production leak
Carried over: a third of booked chair time still evaporates (32.7% in June, 33.0% May). Tighten confirmations, build a short-notice fill list, and enforce the cancellation policy. An AI voice agent that auto-fills cancellations is worth a 30-day pilot here before office two.
32.7% toward 20% is tens of thousands of production per month
Reverse net patient loss 35 lost vs 26 new
Second straight net-loss month (May 31 vs 26). July has 4 new patients on three days against a 40 goal. Audit phone conversion and marketing source, run a reactivation campaign on the lapsed list, and track where the 35 attritions went.
Each 10 recovered patients is real first-year and lifetime value
Attack the Chase 0871 card and IRS balance cash leaks
Carried over: Chase 0871 crept up to $58,128 at roughly 24%, and the $15,000 IRS balance keeps accruing penalties while $50,000 sits in the Taxes account. Pay the IRS now and set a fixed monthly principal payment on the card. SBA is effectively paid off.
About $14,000 a year in card interest plus IRS penalties
I am your AI advisor, not a substitute for your filed-return CPA or attorney. Confirm anything binding, distributions versus basis, tax reserves, and staffing or expense changes, before you act.
