Embrace Ortho KPIs

May 2026

This Month Last Month Last 3 Months Year to Date

Case Starts
107
-43 vs April (150)
Cloud 9 "Case Starts By Start Date"

New Patient Exams

163

-29 vs April (192)

Exam → Start Conversion

66%

starts ÷ new patient exams, same period · April 78%

Private-pay benchmark 65–75%

Patients in Active Treatment

2,274

current count in Cloud 9 · 18% past est. finish (benchmark <10%)

Net Production

$329,863

gross $359,139

Net Collections

$259,327

79% of net production

Benchmark ≥98%

Benchmarks are reference only. The industry figures shown here come from private-pay practices. Embrace's book is roughly 95% Medicaid/CHIP (prior-authorization driven, fixed fees), so conversion, collection and fee norms don't transfer directly. Use them for direction, and judge each office mainly against its own trend.

Exam → Start Funnel May 2026

New patient exams

163

dismissed "New Patient Exam" appointments

→

To observation / recall

0% of exams · benchmark ~20% · 0 usually means recalls aren't being entered in Cloud 9

→

Case starts

107

66% of exams · benchmark 65–75%

Starts by type

Comprehensive162
Phase II31
Phase I9
Aligners8
Limited1
Surgery0
Transfer In0

Tx & Fin Summary statuses, total 211

Phase I → Phase II

9 → 31

Phase I and Phase II starts in the period. A true Phase I→II conversion rate needs per-patient tracking (benchmark 85%).

By Office May 2026 · schedule as of Oct 24

Office	Next Ortho Day	Exams That Day	Case Starts	NP Exams	Conversion	Active Patients (current)	Past Est. Finish (current)
Arcade	Sat Oct 24	2	12	15	80%	177	36 (20%)
Carnival	Wed Oct 28	20	14	24	58%	342	27 (8%)
Carousel	Fri Oct 30	16	19	26	73%	311	23 (7%)
Globo	Thu Oct 29	9	9	16	56%	460	151 (33%)
Laguna	Mon Oct 26	19	8	13	62%	268	94 (35%)
Marina	Tue Oct 27	22	25	41	61%	424	63 (15%)
Next Level	Sat Oct 31	12	20	28	71%	292	25 (9%)
Embrace total		100	107	163	66%	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 May 2026

Office	Patients Scheduled	Failed Appts	Failed %	Emergencies (sched / unsched)	Emergency %	Retention Seen	Seen Past Est. Finish	Patient Days
Arcade	119	99	83%	0 (0 / 0)	0%	0	17	3
Carnival	127	59	46%	0 (0 / 0)	0%	1	17	3
Carousel	158	41	26%	0 (0 / 0)	0%	0	19	3
Globo	179	40	22%	0 (0 / 0)	0%	0	54	4
Laguna	147	41	28%	0 (0 / 0)	0%	0	61	3
Marina	229	84	37%	0 (0 / 0)	0%	0	54	4
Next Level	114	58	51%	0 (0 / 0)	0%	0	13	5
Embrace total	1,073	422	39%	0 (0 / 0)	0%	1	235	25

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 May 2026

Office	Gross Production	Adjustments	Net Production	Net Collections	Collected %	Receivables	Past Due (patient / insurance)	Past Due % of A/R
Arcade	$39,201	-$422	$38,779	$23,187	60%	$356,802	$54,894 ($45,730 / $9,163)	15%
Carnival	$49,193	-$1,864	$47,329	$31,818	67%	$494,251	$67,567 ($54,931 / $12,636)	14%
Carousel	$52,952	-$2,061	$50,891	$41,993	83%	$494,641	$52,742 ($44,090 / $8,652)	11%
Globo	$37,539	-$19,952	$17,587	$46,589	265%	$545,165	$49,615 ($28,380 / $21,235)	9%
Laguna	$35,526	-$1,380	$34,146	$33,235	97%	$455,920	$46,660 ($38,487 / $8,173)	10%
Marina	$77,864	-$2,660	$75,204	$56,134	75%	$702,611	$104,733 ($81,304 / $23,428)	15%
Next Level	$66,864	-$936	$65,928	$26,370	40%	$418,567	$50,706 ($46,476 / $4,230)	12%
Embrace total	$359,139	-$29,276	$329,863	$259,327	79%	$3,467,958	$426,916 ($339,399 / $87,517)	12%

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.