Data Decisions Lab · Multi-location dental
One cross-location ops view for dental groups of 3–15 practices.
Production per chair, hygienist utilisation, treatment plan acceptance, recall rate — by location, provider and procedure code. Reads Dentrix, Open Dental or Eaglesoft exports. HIPAA-compliant, deployed inside your perimeter. Pay once, no per-location SaaS fees.
Olga Toshchakova
across all locations
not per-location
seat licences
HIPAA-compliant
Founder pricing — $3,000 flat for audit + single-panel build (3 slots open). Standard rates: audit from $1,500, custom dashboard build from $5,000. Full pricing → · BAA signed before any data changes hands.
What a dental group dashboard answers
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Production per chair, per provider, per location
Net production after adjustments and write-offs, normalised per chair-hour and per provider-hour. Find the underutilised chairs, the underbooked hygienists, the locations where production-per-chair is 30% below the group average and nobody noticed.
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Treatment plan acceptance and case acceptance by provider
Acceptance rate per dentist, per case size, per insurance type. Where treatment plans are being presented but not closed. Which providers convert better and why. The single biggest revenue lever in most groups.
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Recall and reactivation by location
Recall rate, hygiene re-care compliance, reactivation funnel for inactive patients. The patient base most groups already have is usually worth more than the new patient acquisition spend.
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Insurance mix, write-offs and AR aging
PPO write-off as % of gross by carrier. Days in AR by location. Which carriers are eating margin without contributing volume. Which locations have collection gaps relative to peers in the group.
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Hygienist utilisation and chair efficiency
Open chair time, no-show rate, same-day cancellation rate by location and provider. The hygiene schedule is where most multi-location groups quietly leak production.
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Same-store growth and post-acquisition tracking
For groups in active acquisition: same-store production trends, post-close integration metrics, identification of which acquired practices are underperforming pro-forma and why.
Why this beats Dentrix Eaglesoft Open-Dental built-ins
PMS-built reports
- One location at a time — no cross-location roll-up.
- Production reports, but no normalised per-chair or per-hour view.
- Acceptance, recall and AR live in three different report screens.
- Acquired practices on different PMS instances don’t consolidate at all.
Custom group dashboard
- All locations in one view, even on different PMS systems.
- Normalised per chair, per provider, per hour — comparable across the group.
- Production, acceptance, recall, AR and insurance mix in one panel.
- Pay once. No per-location SaaS subscriptions for life.
Frequently asked
- We have practices on different PMS systems. Does that work?
- Yes — mixed PMS estates are one of the typical reasons a group considers a custom build over a single-vendor BI tool. Dentrix, Open Dental and Eaglesoft all export to formats that can be consolidated into a single normalised data layer.
- How is HIPAA handled?
- A Business Associate Agreement (BAA) is signed before any data changes hands. The dashboard is deployed inside your perimeter — your server, your domain, or a HIPAA-compliant US-region cloud account that you control. Patient-level PHI can be tokenised or excluded entirely depending on the metrics you need.
- How long to build?
- Audit 3–5 days. Working prototype across 2–3 locations in 3–4 weeks. Full group rollout with all locations and full documentation in 6–8 weeks.
- What about Jarvis Analytics or similar dental BI SaaS?
- Those are good products. Pricing is gated behind a sales quote, but reported figures start around $350 per location per month and scale up with add-ons. For a 5-location group that is north of $20,000 a year, every year. A custom build typically starts from $10,000 once. The trade-off is real but for groups that don’t need another vendor login, custom often wins on TCO inside 12 months.
Want a single view of your whole group’s production?
Tell me how many locations, what PMS you run at each, and whether you’re actively acquiring. I reply within a day.
Book a free 30-min call → or email me directly — hello@datadecisionslab.com