Running a therapy practice involves much more than delivering great care—to run a healthy and sustainable practice, you need to make confident, informed decisions every day. But if you don’t have easy access to the right data, it’s easy to run your practice while flying blind or to operate on gut instinct. Practice owners wrestle with the same questions and are often so immersed in the day to day that they don’t have the time or bandwidth to see the big picture: Are we maximizing our revenue opportunities? Are our clinicians thriving? Are clients staying long enough to benefit from therapy?
The answers are closer than you think. Here's a look at the kinds of questions PracticeVital helps therapy practice owners answer with ease.
Clinical & Client Care
- Which clinicians are retaining clients well—and who needs more support?
- What should I focus on in supervision?
- How many sessions are clients attending at our practice, on average?
- What is our practice-wide retention rate, and how is it trending?
- Are clients dropping off after a specific number of sessions (e.g., after 3, 5, or 10)?
- Do cancellation and no-show patterns vary by clinician?
- Are a clinician’s frequent cancellations contributing to client terminations?
- How many active clients does each clinician currently have?
- Are we accurately documenting client discharges?
- How many clients does each clinician need to hit their weekly session goals?
- Which clients have been with us for a year and need an updated intake?
- What types of clients tend to thrive with each clinician?
Hiring, Compensation & Performance
- Should we hire a new clinician now—or wait?
- Should we extend offers to this year’s interns?
- Is it time to reconsider part-time hires?
- What’s the minimum weekly session count needed to cover each clinician’s costs?
- Which clinicians consistently meet productivity and retention goals?
- Who’s ready for a supervisory role?
- What is a sustainable rate to pay our clinicians?
- Are we compensating clinicians fairly across the board?
- Who should be rewarded with a bonus?
- Who’s ready to grow—and who might be close to burnout?
- Do we need to adjust our bonus structure to match key performance indicators?
- Are underperforming clinicians getting the support they need?
- Who might benefit from a performance improvement plan?
Practice-Wide Insights & Growth
- What are our monthly session goals—practice-wide and per clinician?
- Are we on track to hit our quarterly goals?
- What onboarding targets make sense for new clinicians?
- Is our overall utilization rate improving?
- What priorities (EOS rocks) should we set based on trends in our data?
- What’s the biggest opportunity for improvement in the practice right now?
Operations & Financials
- What is our average reimbursement rate—and how does it vary by clinician?
- How do shorter sessions (like 90834s) affect revenue and compensation?
- How much revenue did we lose last year to waived no-shows or late cancellations?
- Are we leaving money on the table through underutilization or poor scheduling?
- When does revenue tend to dip across the year?
- What’s our average revenue per session—and per service type?
- What is our actual collected revenue, not just billed?
- Are too many short sessions cutting into overall revenue?
Intake & Referral Insights
- What is our churn rate—and how does it vary by clinician?
- Are new clients being matched with the right therapists?
- Which presenting issues are the best fit for each clinician?
- Given our churn rate, how many new referrals do we need to fill a caseload?
- Are any clinicians showing unusually high churn?
- How does our rate of cancellations impact our scheduling needs?
- How many sessions should each clinician schedule each week in order to meet their weekly session goal?
- Which clinicians may be showing signs of burnout?
- What is our average number of new client intakes per month?
With PracticeVital, you don’t just have data—you know what to do with it.
If you’ve ever asked these questions and had trouble getting to the answers, PracticeVital is here to help you get the answers you need to run a thriving, intentional, sustainable therapy practice.
PracticeVital Makes Tracking Metrics as Easy as Possible
Manually keeping track of metrics is time consuming and can feel overwhelming which can lead practice owners to give up on them. PracticeVital is designed to provide therapy practice owners and their teams with real-time insights into their business and clinical performance. From monitoring clinician utilization rates to tracking revenue trends, PracticeVital gives you everything you need to make data-driven decisions with confidence– and it does so without any manual data entry on your part.
By focusing on key metrics, you can build a thriving, efficient therapy practice that delivers exceptional care– while growing sustainably. Let PracticeVital make your job easier and be your partner in helping you grow a thriving practice.