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 the POC Tracker Template
Download Google Sheet Template →
The template includes:
- Data Sheet – Paste one row per new assessment
- KPI Dashboard – Automatically calculates conversion, drop-off, and completion metrics
- Sample Sheet – Example data to learn how it works
- Start Here – Setup instructions and Jane.app report references
Why This Matters
If you want a healthy, growing clinic, you need visibility into:
- How many new assessments convert into active care
- How many patients drop off after visit #1 or #2
- Whether your team is completing plans of care
- How many patients disappear with no future appointment
- Which providers are strong vs. struggling in follow-through
With this tracking system, you'll know immediately where retention is breaking down—and how to coach your team to improve it.
What the Tracker Measures
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 |
Where to Pull Data from Jane.app
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) |
Filters to Apply in Jane Reports
When exporting the Appointments Report, apply these filters:
- Date range (e.g., last 30 days, last quarter)
- Practitioner (optional, for individual provider analysis)
- Treatment Type: Initial Assessments (optional, to isolate new patient flow)
How to Use the POC Tracker
Step 1: Add New Assessments
For each initial assessment, add one row to the Data sheet with:
- Provider name
- Modality (physio, chiro, massage, etc.)
- Initial assessment date
- Planned visit count (from treatment plan)
- Initial referral source
- Patient label/initials (no PHI—use "Patient A" or initials only)
Step 2: Update After Each Visit
As patients progress through treatment, update these columns:
- Visits_Completed – Total visits attended
- Dropoff_Visit_Number – If applicable, which visit they stopped at
- Has_Future_Appt – Yes/No based on Jane's booking status
- POC_Completed – Yes/No if they finished recommended visits
- Reexam_Scheduled – Optional, for clinics tracking re-assessments
Step 3: Review KPIs on the Dashboard
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:
- Visit-1 → Visit-2 conversion below 70%? Indicates weak initial engagement or poor booking practices
- High drop-off at Visit 2–3? Suggests care plan communication issues or pricing concerns
- POC completion below 60%? May indicate overly ambitious treatment plans or poor patient buy-in
- High "No Future Appointment" rate? Flag for discharge process review or re-engagement campaigns
What's Included in the Template
The downloadable Google Sheet includes built-in onboarding:
- What the tool does – Overview of metrics and calculations
- How to paste/export data – Step-by-step instructions for Jane reports
- Where in Jane to find each report – Direct navigation paths
- Safety notes – Reminder to use labels/initials only (no PHI)
- Contact block – Support email for questions (rob@caretrics.com)
This makes it turnkey for your team—no training required.
Who This Is For
This guide and template is ideal for:
- Clinic owners tracking retention and revenue health
- Practice managers responsible for KPI reporting
- Lead therapists coaching providers on patient follow-through
- Multi-location operators comparing site performance
- Anyone responsible for patient retention strategy
It turns Jane's raw exports into clear, actionable retention metrics.
Extend This Template
Need help customizing the tracker? You can:
- Add charts and visual dashboards for executive reporting
- Format with your clinic's brand styling
- Integrate with Caretrics for automated tracking
- Create automated weekly summary emails
- Build provider scorecards for performance reviews
- Export to PDF for board meetings
Questions? Email rob@caretrics.com or reach out via the Caretrics dashboard.
Ready to Start Tracking?
Download POC Tracker Template →
Make a copy of the Google Sheet and start tracking your clinic's POC completion and drop-off patterns today.
