ChiroHouse Ottawa

Performance Snapshot

💡 Tip: For the most accurate conversion data, review any month from the 15th of the following month onwards — this gives late-month new patients time to progress through their journey.

New patients this month

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Patient journey funnel

Where patients drop off — from first contact to committed care

Note: Conversion rates show % of the previous stage that progressed · Booked whole care plan = of all NPA patients this month, % with future Progress Report or Virtual Progress Report scheduled · API /appointments

Practice Performance

Monthly appointment volume

How busy the practice is — a rising adjustment count signals growing patient retention

Note: Admin visits include all non-paid appointments including free consults, history calls and virtual progress reports

Attraction

New patients by segment

Which patient types are growing — helps focus marketing and capacity planning

Adult Prenatal Child Newborn

Note: Segment determined by New Patient Appointment type · API /appointments + /appointment_types

Referral sources

Where new patients come from — shows which marketing channels are working

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

Patient referees this month

Existing patients driving word-of-mouth growth — your highest-quality referral source

Note: Referred by name will only show if they have been matched with a patient. If no listed referrer, we should find out in order to thank.

Conversion

ROF conversion rate

How we perform and convert people at their report of findings visit

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

All-time overall

— of NPA patients → ROF + ≥3 visits

⚠ All-time figures reflect the loaded 6-month data window only

Segment	This month	Last month	Change	All-time

Monthly trend · overall

Note: Conversion calculated once a person has completed 3 appointments after their ROF. All-time is a 6-month rolling average.

Free consult → NPA conversion

How well initial consultations convert to paying patients

All-time avg—

Note: Everyone who attended a free consult who later attended a New Patient appointment.

NPA → Report of Findings conversion

Whether new patients return for their assessment results — a critical retention signal

Note: Everyone who attended an NPA who later attended a ROF.

Did not start

Patients who attended but never returned — potential lost revenue worth following up

⚠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

Care Plans

Booking commitment — active care plans

Whether patients are booked ahead — D patients need immediate outreach to prevent churn

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

Retention

Active patient volume

Unique patients attending each month — a declining trend signals a retention problem

Note: Counts any patient with at least one attended appointment of any type in the month. Segment determined by NPA appointment type.

NPA cohort retention

Of new patients from each month, how many returned in subsequent months

Note: Based on 6-month data window — recent cohorts will have fewer follow-on months available. Segment shown is the mix of NPA types in that cohort.

Average visits per segment

How often each patient type visits — lower numbers may indicate early dropout risk

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

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

Operations

NPA → ROF gap

Days between assessment and results — longer gaps reduce the chance patients return

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

Cancellation reasons

Why patients cancel — patterns here reveal scheduling or care plan friction

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

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

Payment method — new patient cohorts

How each month's new patients are currently paying — shows financial commitment trends after NPA

Membership Package Stripe Only No payment

Calculation: % of each month's NPA patients by current payment method · Note: reflects current package status — patients who completed a package will show as Stripe Only or None · API /patient_packages + /appointments

Stopped care reasons

Why patients leave — the most actionable retention insight available

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