Introduction
The Monthly Scoreboard is a powerful, customizable reporting tool in TrackStat designed to track and analyze monthly performance metrics (KPIs) across your clinic. It provides insights into referral sources, appointment types, services, financial metrics, and more. You can compare the current month with past months, assign accountability to team members, and use customizable labels, filters, and tags for precise reporting.
The Scoreboard helps you monitor KPIs, track marketing effectiveness, measure patient retention and conversion, and gain actionable insights to optimize operations and drive growth.
What Is the Monthly Scoreboard?
The Monthly Scoreboard helps you:
Monitor key performance indicators (KPIs) for the current month and compare them with past months.
Track referral sources, appointment types, and services using customizable labels.
Exclude or include specific patients or appointment types using tags and filters.
Assign accountability to team members for specific metrics.
Key Features
1. Labels for Aggregation
Labels let you group related data points under a single category for streamlined analysis:
Referral Sources: Combine sources like Google, Facebook, and SEO under “Digital.” Combine Patient, staff, and doctor referrals under “Internal.” Combine TV, Radio, and health fair under “External.”
Appointment Types: Assign the same label to specific appointment purposes to count them together or exclude them from stats.
Services/Products: Aggregate product sales under a “Products” label or services under a “Services” label for financial tracking.
Labels can also isolate financial metrics, track niche services, or exclude specific patient groups from statistics.
2. Show/Hide, Renaming, and Gear Icons
Show/Hide: Hide sections irrelevant to your practice to keep the report concise.
Renaming: Click any row name or section header to rename it for clarity.
Gear Icons: Click the gear icon on a row to select specific labels (subsets of Referral Sources, Appointment Purposes, or Services). Each gear applies to that specific row/section.
3. Filters and Tags
Filters: Include/exclude patients based on tags (e.g., exclude employees or family members). Use inclusion filters (+) to focus on specific groups or services.
Tags: Drill down by niche services or isolate patient groups. For service-based data (CPT codes), use Labels > Services with the gear icon rather than the Services filter.
4. Current Month, Comparison, Goals, and Accountability
Current Month: The month being viewed.
Comparison Month: Defaults to the previous month (can be changed to the same month in the previous year).
Goal: Set monthly goals; the Scoreboard shows variance from goal.
% Change: Shows percentage change from the comparison month.
Accountable Person: Assign a team member to any specific stat.
KPI Explanations by Category
Culture of Testimony
New 5 Star Reviews: Manual entry for online Google or other reviews.
New Testimonials: Manual entry.
New E-mail Contacts: Generally correlates with new patient entries.
New Prospects (MPS): Day 0 / leads; manual entry.
Attraction
NP Leads: New patients who have scheduled an appointment (trackable by referral source for marketing ROI).
NP Exams: New patients who have checked in for their appointment (Day 1s Show).
Conversion
Report of Findings: Patients checked in for their second visit (Day 2s Show).
NP Conversions: Patients checked in for their second visit with the “np start” tag (Day 2s Show started).
Conversation Rate (Conversion Rate): NP Conversions ÷ Report of Findings.
Outstanding: Day 2s Scheduled minus Day 2s Show (patients who did not show for Day 2).
Retention
Compliance (KVA - Kept Visit Average): Checked-in appointments ÷ total appointments in the period.
Patient Visits: Checked-in appointments in the time period.
Reactivation: Based on the timeline wheel icon (30, 45, 60, 90, 120, or 180 days).
Reactivation w/ Appt Purpose: Based on patients with the selected appointment purpose (via gear icon).
Net Momentum: NP START + REACTIVATION - LOST PATIENTS.
Lost Patients: Patients with a visit in the period who have no future appointment (same data as the Recall List). Also available in Stats > Custom Reports.
Total Active Patients: Manual entry (definitions vary by clinic).
Patient Visit Average (PVA):
Total office visits ÷ new patient shows, or
Total office visits ÷ new patient starts (np start tag).
R4, R4 Re-conversion: Count of specific appointment purpose visits (select via gear icon and rename the row).
Collections & Financial Metrics
Product Sales: Collections (payments) based on your label selections (gear icon on the far right).
Total Services: Collections (payments) based on your label selections (gear icon).
Applied Payments: Payments applied to services, based on payment date. Matches “Payment Details by Service Provider” report in ChiroTouch. Not currently available for ClinicMind users. Applied Payments data cannot be filtered by provider, service code or tags.
Total Billed: Billed amount before write-offs, based on label selections (gear icon).
Total Collected: Total money collected (payments) during the time period.
Note on variances: The sum of Total Products + Total Services may not equal Total Collections due to prepayments, Care Packages, or money not applied to CPT/service codes.
ChiroTouch: Check Procedure Productivity Report and Payment Details Linked to Other Transactions (CCP, CRC, MIOT, MPOT Charges).
ClinicMind: Variances often come from prepayments not applied to CPT codes.
How to Set Up and Populate the Monthly Scoreboard
The Scoreboard may appear blank the first time you use it.
To populate data:
Scroll to the right of each section/row.
Click the Settings (gear) icon.
Choose Select All and click Done for each section.
Customize further with Labels and Filters based on your preferences.
Data is customizable with labels (for aggregation) and filters/tags (for drill-down).
Tracking Spouse/Family Attendance at ROF / Day 2
Decide what you want to track:
Total spouses attending a workshop.
Total spouses attending an ROF.
Percentage of spouses attending an ROF.
Retention of patients who have a spouse/family member in the practice.
Setup recommendations:
In your EHR/EMR, create specific appointment purposes/types (e.g., “workshop - w guest” and “workshop no guest”).
Consider a fake provider for workshops to segregate revenue, visits, and stats.
Use Labels and gear icons to aggregate and track these subsets.
Use Tags or filters for further refinement.
Troubleshooting & Common Questions
The Monthly Scoreboard is blank / shows no data Follow the setup steps above: select labels via gear icons on each row/section.
Why is Net Momentum different between Practice Summary and Monthly Scoreboard? The calculations are the same, but time periods differ. The Scoreboard uses partial weeks for exact monthly data; Practice Summary uses complete weeks. Data matches mid-month; edge weeks of the month or weeks that span two different months may differ.
Why does Applied Payments data change over time? Applied Payments update as payments are entered or adjusted for past dates of service. Payments added today can retroactively affect prior months unless you are an all-cash practice that applies payments on the date of service.
How do I get the total number of Inactive patients? Use Lost Patients in the Retention section. Adjust the timeframe via the gear icon on the Net Momentum row (30–180 days). These patients match the Recall List for the same period. Filter further with tags if needed. Note: This may differ from your clinic’s exact definition of “Inactive.”
Best Practices & Tips
Hide unused sections if not tracked.
Rename rows/sections to match your clinic’s terminology preferences.
Use the gear icon extensively to tailor stats to your workflow.
For Services (CPT codes), use Labels > Services + gear icon instead of the general Services filter.
Assign team members to metrics to build accountability.
Regularly review labels and filters as your practice evolves.
The Monthly Scoreboard delivers quick monthly insights when properly configured. TrackStat offers numerous pre-made statistical reports. Find the statistics report that is best for your needs. For maximum flexibility, consider using the Custom Reports.
Keywords: Monthly Scoreboard, TrackStat KPIs, clinic performance metrics, patient retention, collections tracking, TRP, The Remarkable Practice.