Exam → Start Funnel December 2025
- Comprehensive59
- Phase I13
- Phase II3
- Aligners1
- Limited0
- Surgery0
- Transfer In0
By Office December 2025 · schedule as of Oct 24
| Office | Next Ortho Day | Exams That Day | Case Starts | NP Exams | Conversion | To Recall | Active Patients (current) | Past Est. Finish (current) |
|---|---|---|---|---|---|---|---|---|
| Arcade | Sat Oct 24 | 2 | 6 | 9 | 67% | 0 | 177 | 36 (20%) |
| Carnival | Wed Oct 28 | 20 | 14 | 19 | 74% | 0 | 342 | 27 (8%) |
| Carousel | Fri Oct 30 | 16 | 8 | 16 | 50% | 0 | 311 | 23 (7%) |
| Globo | Thu Oct 29 | 9 | 10 | 17 | 59% | 0 | 460 | 151 (33%) |
| Laguna | Mon Oct 26 | 19 | 14 | 25 | 56% | 0 | 268 | 94 (35%) |
| Marina | Tue Oct 27 | 22 | 30 | 34 | 88% | 0 | 424 | 63 (15%) |
| Next Level | Sat Oct 31 | 12 | 6 | 21 | 29% | 0 | 292 | 25 (9%) |
| Embrace total | 100 | 88 | 141 | 62% | 0 | 2,274 | 419 (18%) |
Next ortho day and exams that day come from the Cloud 9 schedule ("EXAM - CHILD" / "EXAM - ADULT" appointments). Case starts use Cloud 9's "Case Starts By Start Date" report (agreed with the RMs). Exams, recall and patient counts come from the Treatment and Financial Summary.
Patient Flow December 2025
| Office | Patients Scheduled | Failed Appts | Failed % | Emergencies (sched / unsched) | Emergency % | Debonds | Retention Seen | Seen Past Est. Finish | Patient Days |
|---|---|---|---|---|---|---|---|---|---|
| Arcade | 71 | 86 | 121% | 0 (0 / 0) | 0% | 0 | 0 | 11 | 2 |
| Carnival | 138 | 54 | 39% | 0 (0 / 0) | 0% | 0 | 1 | 24 | 3 |
| Carousel | 135 | 71 | 53% | 0 (0 / 0) | 0% | 0 | 0 | 17 | 3 |
| Globo | 179 | 33 | 18% | 0 (0 / 0) | 0% | 0 | 0 | 70 | 4 |
| Laguna | 143 | 56 | 39% | 0 (0 / 0) | 0% | 0 | 0 | 59 | 3 |
| Marina | 173 | 76 | 44% | 0 (0 / 0) | 0% | 1 | 2 | 55 | 4 |
| Next Level | 67 | 47 | 70% | 0 (0 / 0) | 0% | 0 | 0 | 11 | 2 |
| Embrace total | 906 | 423 | 47% | 0 (0 / 0) | 0% | 1 | 3 | 247 | 21 |
Benchmarks: failed appointments <5% of scheduled, emergencies/repairs <5%, patients past estimated finish <10% of active. Cloud 9 counts debonds, retention visits and recalls only when they are recorded as such; a 0 can mean "not recorded" rather than none happened. Failed appointments are Cloud 9's own count from the Treatment and Financial Summary. If the rate looks far above the 5% benchmark, check with the RMs how failed, cancelled and rescheduled visits are recorded before acting on it. Active patients and patients past their estimated finish are Cloud 9's current counts, not month-end history.
Money December 2025
| Office | Gross Production | Adjustments | Net Production | Net Collections | Collected % | Receivables | Past Due (patient / insurance) | Past Due % of A/R |
|---|---|---|---|---|---|---|---|---|
| Arcade | $20,013 | -$250 | $19,763 | $10,944 | 55% | $260,360 | $33,125 ($28,553 / $4,572) | 13% |
| Carnival | $44,847 | $19 | $44,866 | $23,509 | 52% | $405,926 | $33,682 ($31,024 / $2,659) | 8% |
| Carousel | $23,761 | -$3,043 | $20,718 | $20,784 | 100% | $402,726 | $24,885 ($22,898 / $1,987) | 6% |
| Globo | $31,757 | -$1,140 | $30,617 | $26,668 | 87% | $476,533 | $32,380 ($22,170 / $10,211) | 7% |
| Laguna | $45,027 | -$450 | $44,577 | $22,910 | 51% | $403,682 | $32,592 ($28,422 / $4,170) | 8% |
| Marina | $101,669 | -$4,749 | $96,920 | $29,987 | 31% | $520,323 | $53,616 ($51,860 / $1,756) | 10% |
| Next Level | $21,088 | -$250 | $20,838 | $10,412 | 50% | $261,046 | $25,143 ($23,143 / $2,000) | 10% |
| Embrace total | $288,162 | -$9,863 | $278,299 | $145,214 | 52% | $2,730,597 | $235,423 ($208,069 / $27,354) | 9% |
From Cloud 9's Treatment and Financial Summary. Production is charges posted in the period (ortho contracts post over the life of treatment). Collections are payments posted. Receivables are earned plus unearned contract balances and, like past due, are as of the last day covered.
Monthly Trend all 7 offices
| Month | NP Exams | Case Starts | Conversion | Failed % | Net Production | Net Collections | Receivables (month end) |
|---|---|---|---|---|---|---|---|
| Oct 2026 (to date) | 162 | 109 | 67% | 38% | $343,257 | $262,115 | $3,576,269 |
| Sep 2026 | 171 | 114 | 67% | 34% | $349,781 | $288,674 | $3,505,479 |
| Aug 2026 | 188 | 130 | 69% | 35% | $397,060 | $298,259 | $3,484,043 |
| Jul 2026 | 252 | 145 | 58% | 41% | $422,285 | $302,326 | $3,395,849 |
| Jun 2026 | 244 | 161 | 66% | 47% | $333,239 | $283,988 | $3,336,238 |
| May 2026 | 163 | 107 | 66% | 39% | $329,863 | $259,327 | $3,467,958 |
| Apr 2026 | 192 | 150 | 78% | 41% | $411,111 | $246,183 | $3,434,918 |
| Mar 2026 | 281 | 181 | 64% | 42% | $556,854 | $258,553 | $3,305,684 |
| Feb 2026 | 204 | 119 | 58% | 39% | $380,785 | $245,114 | $3,007,116 |
| Jan 2026 | 180 | 103 | 57% | 38% | $325,401 | $154,855 | $2,881,192 |
| Dec 2025 | 141 | 88 | 62% | 47% | $278,299 | $145,214 | $2,730,597 |
Benchmarks reference only
| KPI | Industry benchmark | Source |
|---|---|---|
| Exam-to-start conversion | 65–75% (top practices 80%+); industry avg 64–68% | Practice Oracle / Gaidge |
| Case acceptance (starts less Phase II ÷ exams) | 70–80% | Gaidge |
| Exams moved to observation/recall | ~20% of exams; 20–25% of the pool should start monthly | Gaidge (via Carestream) |
| Phase I → Phase II conversion | 85% target; Gaidge average 49% | Gaidge |
| Patients past estimated completion | <10% of active patients (US avg 27%) | Gaidge |
| Failed appointments / no-shows | <5% of appointments scheduled | Gaidge |
| Emergency / repair visits | <5% of appointments (US avg 8%) | Gaidge |
| Collections vs net production | ≥98% of adjusted production | American Dental Association |
These are private-pay practice norms. With a ~95% Medicaid book, expect lower fees per case and different collection timing, and note that prior authorization adds a gap between exam and start. The conversion and failed-appointment targets are the most transferable.
Data Sources
Everything on this page comes from Embrace's Cloud 9 account, pulled automatically twice a day (morning and early afternoon CT) in one short session that releases its license seat when done. Reports used: the schedule (next ortho day and exams), "Case Starts By Start Date", and "Treatment and Financial Summary". A blank or "awaiting Cloud 9 data" means nothing has been pulled for that metric yet. No numbers are estimated.