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, Saturday Jul 11, 5:31am. Friday’s daily dashboard filed overnight and it cuts both ways. The good: collections caught up, $37,243 month to date at 96.5%, up from $33,308 at 77.3% yesterday. The bad: net production was restated down to $38,595 from $43,078, because Friday itself closed at minus $401 and about $11K of backdated discounts, membership adjustments and aging credits posted against the month. Pace now runs about $120K production and $115K collections against the $160K goals, and new patients are stuck at 14 versus a 40 goal, so the gap is still close rate plus volume, exactly what the Top 5 targets. Case acceptance is 17.0% on fees and 69.1% on patients; reappointment is excellent at 92.0%. The new weekly AR aging did not file Friday night, so over-90 holds at the Jul 4 read, $99,913 of $216,844; watch for it to land today. One schedule flag: Monday Jul 13 has only $5.1K on the books, thin for a Monday, so a short-notice fill push today is worth the front desk’s hour. Today’s focus from the brief: pull the count of patients 6+ months overdue for hygiene and book one AI recall vendor demo against that exact number; reported reactivation of 15-25% in 60 days is second-office working capital. 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.
