Rob spent years inside large dental service organizations as a systems architect, watching clinics leave millions on the table through preventable revenue leaks. After advising 50+ clinic owners across dental and allied health and participating in multiple M&A processes, he saw the same patterns repeat across physio, chiro, massage, and acupuncture practices. He built Caretrics to automate what clinic owners were doing manually.
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Clinic owners often ask the same question: "How do we reliably track whether patients complete their Plan of Care (POC), or where they're dropping off?"
Jane.app provides the raw data—but not a single place where you can monitor conversion, completion, or drop-off in a clean, structured way.
This guide solves that.
Below is a complete workflow plus a downloadable Google Sheet template that calculates all the core metrics automatically.
Download Google Sheet Template →
The template includes:
If you want a healthy, growing clinic, you need visibility into:
With this tracking system, you'll know immediately where retention is breaking down—and how to coach your team to improve it.
The Google Sheet automatically calculates six core performance indicators:
| Metric | What It Shows | Why It Matters | |--------|---------------|----------------| | Visit-1 → Visit-2 Conversion % | Percentage of initial assessments that return for visit #2 | The single strongest predictor of long-term retention | | Average Visits per Initial Assessment | Mean number of visits completed per new patient | Shows adherence to typical 6–10 visit POC patterns | | Drop-off Rates by Visit Number | Where patients stop treatment (Visit 1, 2, 3, etc.) | Reveals bottlenecks in your first two visits | | POC Completion % | Percentage of patients who completed recommended visit count | Tracks whether patients finish their care plan | | Unscheduled (No Future Appointment) % | Patients who finished without rebooking | Shows who dropped off vs. completed intentionally | | Re-Exam Completion % | Patients who completed progress assessments | Optional metric for clinics using re-exams |
To populate the tracker monthly, export these four reports from Jane:
| Report Name | Path in Jane | What to Use It For | |-------------|--------------|-------------------| | Appointments Report | Reports → Appointments | Total visits completed, Visit-1 → Visit-2 conversion, drop-off visit numbers, last visit date, future appointment status | | Product Performance | Reports → Product Performance → Appointments Only | Count initial assessments, compare against follow-up volumes, verify patients entering active care | | Unscheduled (Last Visit) | Reports → Unscheduled (Last Visit) | Patients without future appointments, date of last visit, confirmed drop-off list | | Retention Report | Reports → Retention | % New vs. Returning patients, overall retention trend (context only, not used in POC calculations) |
When exporting the Appointments Report, apply these filters:
For each initial assessment, add one row to the Data sheet with:
As patients progress through treatment, update these columns:
The KPI Dashboard updates automatically as you add data. To analyze individual provider performance, filter the Data sheet by the Provider column.
Key insights to watch:
The downloadable Google Sheet includes built-in onboarding:
This makes it turnkey for your team—no training required.
This guide and template is ideal for:
It turns Jane's raw exports into clear, actionable retention metrics.
Need help customizing the tracker? You can:
Questions? Email rob@caretrics.com or reach out via the Caretrics dashboard.
Download POC Tracker Template →
Make a copy of the Google Sheet and start tracking your clinic's POC completion and drop-off patterns today.
