Silent Seven™ Revenue Loss Calculator

1. Is there a process for Managing and Tracking New Patient Referrals?

2. Is the process for how to register a new patient in the system written down, used for new teammate training, and updated regularly with EMR and insurance updates?

3. Do front desk teammates track cancellations, enforce a no-show/cx policy, and use a wait list to backfill openings?

4. Is the wait time for incoming calls less than 3 rings during business hours?

5. Are intake forms and insurance verification completed before the first visit?

6. Are all new patients scheduled for their full plan of care at the evaluation?

7. Are missed visits proactively followed up within 24 hours with a phone call?

8. Do therapists regularly communicate scheduling, progress note, and plan of care needs to the front desk in a consistent and repeatable way?

9. Are there some therapists with full schedules while others are hard to fill?

10. Is there a structured approach to reactivating past patients?

11. Does each clinician know their visit targets and arrival rate either weekly or monthly?

12. Is there an accessible performance dashboard for providers and leaders?

13. Could each therapist define the Company's KPI's metrics and are these discussed at times other than Annual Reviews?

14. Do directors and coordinators review metrics weekly?

15. Are team bonuses or recognition tied to metrics?

16. Are all incoming referrals tracked from receipt to evaluation?

17. Is there a process to follow up with physicians or referral sources?

18. Do referrals get scheduled within 48 hours of receipt?

19. Is there a backup process for referrals not scheduled within 72 hours?

20. Is the arrival rate of New Patients above 90%?

21. Are job descriptions current and reviewed/updated annually?

22. If asked to list their job responsibilities, could each teammate get >90% correct without referencing their job description?

23. Is your organization chart included in onboarding, posted publicly, and reviewed to prevent overlap?

24. Are one-on-ones used to reinforce expectations at a rate > bi-annually?

25. Are clinical and administrative expectations documented and accessible?

26. Is there someone besides the owner who can competently lead in their absence?

27. Does the Clinical Director meet weekly with the front desk and/or team in 1:1 settings?

28. Are team huddles or meetings held on a consistent cadence?

29. Are professional development goals set for each team member and clearly tracked?

30. Does leadership meet with a regular cadence to discuss operational, financial, a high-level business strategy?

31. Is the owner primarily focused on strategy, growth, and leadership?

32. Does the owner participate in scheduling, billing, or staff coverage > twice/week?

33. Are there systems in place that run without owner oversight?

34. Is the owner taking regular PTO or mental recharge time?

35. Are financial and operational KPIs appropriately delegated to trained leaders?