ChiroHouse Ottawa

Headline KPIs

Practice Performance

Monthly appointment volume

Attended appointments by type · current month highlighted · hover for breakdown

Calculation: COUNT(appointments WHERE status = arrived or processed) grouped by type · API /appointments + /appointment_types

Attraction

New patients by segment

Which segments are driving growth · focus marketing accordingly

Adult Prenatal Child Newborn

Calculation: COUNT(attended NPAs) grouped by segment from appointment type name · API /appointments + /appointment_types

Referral sources

Where new patients come from · patients with no source excluded

Calculation: COUNT(new patients) by referral_source_type · API /patients · ⚠ Quality depends on staff recording sources consistently

Patient referees this month

Calculation: New patients WHERE referral_source_type = "Patient" · referred by name looked up via referral_source_id · API /patients

Conversion

Free consult → NPA conversion

How well the free consult converts prospects into new patients

Calculation: COUNT(consult attendees who later attended NPA) ÷ COUNT(consult attendees) × 100 · API /appointments

Did not start

Attended NPA or free consult but had no subsequent appointment · 15-day grace period applied

⚠Patients whose NPA or consult was within the last 15 days are excluded — they may still book a follow-up

Calculation: COUNT(patients who attended NPA or free consult with no subsequent attended appointment, excluding last 15 days) ÷ total × 100 · API /appointments

NPA → Report of Findings conversion

% of new patients who progressed to ROF — the pivotal commitment moment

All-time · by segment

Calculation: COUNT(NPA patients who later attended ROF) ÷ COUNT(NPA patients) × 100 · API /appointments

ROF conversion rate

Attended ROF and ≥3 follow-up appointments — full care commitment

⚠Recent months always appear low — patients haven't had time to accumulate 3 follow-ups. Do not benchmark the last 2 months.

All-time · by segment

Calculation: COUNT(NPA patients → ROF + ≥3 subsequent) ÷ COUNT(NPA patients) × 100 · API /appointments

Care Plans

Booking commitment — active care plans

D is the most urgent — patients with no future bookings need immediate outreach

A Booked visits ≥ prescribed · B Has Progress Review after start_date · C 1–3 future visits after ROF · D Zero future bookings · API /care_plans + /appointments

Retention

Month-over-month retention

Of patients active in Month A, what % returned in Month B

Calculation: COUNT(patients in Month A who attended Month B) ÷ COUNT(Month A patients) × 100 · Green ≥85% · Amber 70–84% · Red <70% · API /appointments

Average visits per segment

Mean attended appointments per patient in data window

⚠Based on appointments in the loaded data window only — not all-time

Calculation: SUM(attended appointments per patient) ÷ COUNT(patients) per segment · API /appointments

Archived this month

Calculation: patients WHERE patient_status = archived AND updated within month · ⚠ No archived_at field in API — updated timestamp used as proxy, may include other changes

Operations

NPA → ROF gap

Average days from assessment to report · gaps above 21 days reduce conversion

Calculation: AVG(ROF start − NPA start in days) per NPA cohort month · gaps >180 days excluded · API /appointments

Cancellation reasons

Keyword patterns in notes — indicative only

⚠cancelNote field used for general staff notes — keyword matching is an approximation

Calculation: Keyword scan of cancelNote on cancelled appointments · API /appointments

Payment method & membership status

Billing commitment profile of active patients · month over month

Active Membership: type = membership, active = 1 · Active Package: type = prepaid_package, active = 1 · Stripe Only: payment_gateway_id set, no package · None: no payment gateway or package · API /patient_packages + /patients

Stopped care reasons

Reason recorded at point of archiving

No data yetRequires a staff workflow — custom form completed on patient archive · pulled via /custom_form_responses API

⚠One of the highest-value retention insights. Without it, every retention initiative is guesswork.

Calculation: N/A · No data yet

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