What KPIs Should Dentists Track to Run a More Efficient Practice?

When dentists ask us, “What KPIs should I be tracking in my practice?” they’re usually thinking about the big visible numbers: production, collections, case acceptance, and new patients. And that’s a great start.

But here’s what many practices overlook: those numbers are outputs. And every output is the result of a chain of inputs: time, people, materials, systems that made it possible in the first place.

In this article, we’ll unpack the difference between input and output KPIs, highlight the ones most practices overlook, and show how tracking the right numbers can help you run more smoothly and feel more in control of your day. Let’s break it down.

What’s the Difference Between Input and Output KPIs in a Dental Practice?

Every ​​single process in your dental practice, whether it’s seating a patient, completing a crown, or following up on lab cases, is like a recipe. The inputs are your ingredients: staff time, supplies, clinical setup, and workflow. The output is the final dish: a completed procedure, patient satisfaction, or production dollars.

Too often, practices only measure the final dish, not what it took to prepare it. But here’s the truth:

If you’re only measuring outputs, you’re only managing half the process.

What KPIs Do Most Dental Practices Already Track?

You probably already talk about outputs daily, even if you don’t call them that. Here are a few that come up all the time in morning huddles and team meetings:

• Production

• Collections

• New Patients

• Case Acceptance

These are important, but they don’t tell the full story. For instance, you might see strong numbers on paper, yet still feel burned out, inefficient, or frustrated by constant stress.

That’s when it’s time to ask: What are we not measuring?

What Other Outputs Should I Track in my Dental Office?

Not all KPIs are financial. These less obvious metrics can have a huge impact on your practice:

• Patient referrals

• Google reviews

• Team satisfaction

• Retention and turnover

These things make your practice run smoother, your days feel more in control, and your team more aligned. And they’re just as important as the dollars on the report.

When you start tracking these, you'll often find early warning signs of deeper operational issues or improvement opportunities long before they appear on a revenue report.

Why Is It Important to Measure Inputs in Dentistry?

If you’re not measuring those details, you can’t truly understand where your time and money are going.

Here’s a real-world story.

We worked with a dentist in Wisconsin who had a 90-minute appointment for a 75-year-old patient. The clinical work included two build-ups, two crown preps, and deliveries. The doctor’s chair time? Just 30 minutes. 17 minutes to prep and build up, and 10 to deliver.

Sounds efficient, right?

But look closer. That appointment also required:

• Operatory setup and breakdown

• Instrument sterilization

• Clinical notes

• Team coordination

All of those are inputs, adding time, cost, and complexity to every appointment.

Most dentists know how long the procedure takes, but they don’t always realize how long it takes to make it happen. 

What Happens When You Start Tracking Inputs?

When you know where your resources go, you can optimize them. That’s where true efficiency begins.

We’ve measured:

• The cost per minute of each team member

• The quantity and cost of every consumable (yes, even bonding agent)

• How long each task in a procedure actually takes, not just the doctor’s time

Inputs → Process → Outputs

This is the performance chain of every dental practice:

1. Inputs – People, time, materials, systems

2. Processes – Clinical workflows and team operations

3. Outputs – Revenue, patient satisfaction, team stability

If you're tired of turnover, frustrated with inefficiencies, or wondering why you're still feeling the same stress despite higher production numbers, the problem might not be what you think.

You can’t fix what you don’t know is broken. And if your practice isn’t improving, something probably is broken. Maybe it’s not catastrophic, but even a small crack in a foundation can cause issues over time.

How to Start Tracking the Right KPIs in Your Dental Practice

Here’s how to get started:

Observe. Start noticing how long tasks actually take. Not just chair time, but prep, clean-up, and transitions. Be willing to take a step back and look at your practice with fresh eyes. Or better yet, invite someone else in to take a look. Someone who isn’t emotionally attached to the schedule, the team dynamics, or the “we’ve always done it this way” thinking.  

How to Regain Control of Your Day as a Dentist

If you’re producing more than ever but still feel stuck, stressed, or understaffed, the issue might not be your output. It could be the unmeasured inputs stealing your time and energy.

We can help.

Talk to a Practice Advisor to get a clearer picture of what’s really happening in your practice, and learn how our Clinical Training Program can help you and your team master efficient systems, streamline workflows, and take back control of your day.

Because you shouldn’t have to hope your day goes well. You should design it that way.