Dental Practice KPI Workbook & Spreadsheet 2026

A complete, two-tool KPI tracking and analysis system for Australian dental practices — a 24-page companion workbook and a pre-built Excel spreadsheet with 6 automated KPI tabs, a benchmarks reference, and a monthly review summary. Built on Resolve Dental Consultancy's proven Continual Improvement Cycle.

You can't manage what you don't measure. You can't improve what you don't manage.

Most Practice Managers have a gut feel for how the practice is performing. This system replaces gut feel with data — and data with action. Enter your monthly figures, the spreadsheet calculates your KPIs automatically, and the workbook guides you through what the numbers mean and what to do about them.

✔ Microsoft Word workbook + Microsoft Excel spreadsheet — two files included
✔ 24-page companion workbook — analysis questions, worksheets, and action planning for every KPI
✔ 6-tab Excel spreadsheet — automated KPI calculations with Resolve Dental Consultancy benchmarks built in
✔ Includes a full industry benchmarks reference tab
✔ 2026-compliant
✔ Instant digital download
✔ Single-practice licence

The 6 Essential KPIs

KPI 1 — Dentist Productivity
Track monthly income, contracted hours, lost time (absence, FTAs, equipment breakdown), and active hourly rate per dentist. Benchmark: $600–$1,000+/hr active.

KPI 2 — Hygienist Productivity
Measure whether your hygiene service is commercially viable — does the active hourly rate exceed the combined cost of the hygienist and nurse? Benchmark: $300–$500+/hr active.

KPI 3 — Surgery Utilisation
Track available vs actual hours used per surgery, per session, per day. Benchmark: 85–95% utilisation. Includes a revenue loss calculator — even 2 hours of unused surgery time per week costs $62,400–$104,000 per year.

KPI 4 — New Patient Activity
Track new patients by provider and type (children, adult comprehensive, adult emergency, referrals in). Benchmark: 20–50+ adult comprehensive new patients per provider per month.

KPI 5 — Recall Efficiency
Track pre-booking rate, reminders sent, confirmation rate, and outstanding recalls to chase. Benchmark: 80%+ pre-booked and 80%+ confirmed by month end.

KPI 6 — Expenses vs Income
Track every major expense category as a percentage of gross fees and compare against Resolve benchmarks. Benchmark: consumables 6–8%, salaries 25–30%, labs 6–10%, marketing 2–3%, total expenses 60–70%, profit margin 30–40%.

What's in the Workbook
For each KPI: a plain-language explanation, the Resolve benchmark, analysis questions to diagnose what your results are telling you, a monthly worksheet, and action planning prompts. Includes a Monthly KPI Scorecard, Top 3 Priorities framework, and a structured Action Plan template to bring to your monthly business meeting.

What's in the Spreadsheet
6 automated KPI tabs (Dentists, Hygienists, Surgery, New Patients, Recalls, Expenses), a Benchmarks reference tab with 25+ industry benchmarks, and automatic month-linking across all tabs. Enter your data once — the spreadsheet does the rest.