Weave
Analytics

Analytics

Call Analytics
Weave Call Analytics allows you to see the following data from your office:
- Call volume
- Missed call data
- Call tracking
Tip: Based on your practice management system and Weave package you may have access to additional recall reminders and recall analytics.

Watch the video below to get an overview of phone call analytics.

Note: If you are using Weave Unify for multi office location, you can filter your analytics results by logging in to the parent account.
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Recall Analytics

If you are taking advantage of Weave’s Automated Recall Reminders then you will also have access to Recall Analytics that are found in your Weave Analytics App.

This is an add-on feature and may not be a part of your current Weave software.

Watch this short video to see how to make the most of these!

Tip: Check out Set Up Recall Reminders to learn how to set up your automated recall reminders.

Note: If you are using Weave Unify for multi-office location, you can filter your analytics results by logging in to the parent account.

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Using Practice Analytics
Practice analytics will give you real-time actionable data built into your communication platform to help drive practice growth, team performance, and daily production.

This is an add on feature and may not be a part of your current Weave software. This feature is currently only available for customers who use Open Dental, Dentrix, or Eaglesoft.

Click here to learn more about getting Practice Analytics for your office.

Additional practice analytics can help you:
- Understand the health of your practice
- Identify patients slipping through the cracks
- Increase practice production
- Provide actionable data to team members
Practice analytics overview

Download your data

You can download your analytics data by clicking on the download icon in the upper right hand corner of your analytics screens. The data will download in a CSV file (this is a type of excel document).

Tip: Use the CSV to target specific customers in your Weave email marketing campaigns.

Filter date range
- Click the calendar icon in the upper-right hand corner
- You have the option of viewing the analytics by a customized date range or by a selected month
- The green circle with a white checkmark will appear next to the selected date range
View trends

Trends allow your office to take a deeper dive into each analytic individually. Click the trend icon in the desired analytic to see the number of patients or production from when you started using Weave's practice analytics until now.

Tip: See Practice Analytics Definitions for a break down of each section of practice analytics and what the terms mean.
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Practice Analytics Mini-Webinar

Join us for our Practice Analytics On Demand Webinar. We will be helping you learn how to use Practice Analytics so you can start making the most of this product right away!

This is an add on feature and may not be a part of your current Weave software. This feature is currently only available for customers who use Open Dental, Dentrix, or Eaglesoft.

Click here to learn more about getting Practice Analytics for your office.

Practice Analytics Mini-Webinar | 6 min

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Practice Analytics Definitions

There is a lot of information available to you in Weave Practice Analytics, so let's break down what each section is and how it is defined.

This is an add on feature and may not be a part of your current Weave software. This feature is currently only available for customers who use Open Dental, Dentrix, or Eaglesoft.

Click here to learn more about getting Practice Analytics for your office.

Active Patients

Patients are defined as Active Patients when they are:

Marked Active in your practice management software, and
Have completed an appointment in the last 18 months.

Clicking into Active Patients will allow you to view your active patients by age, gender, or insurance. Click on the desired age/gender, or insurance metric to view the list of patients that you can then contact with the click of a button.

Note: Active Patients will increase as you bring new patients into your practice or as you reschedule and see patients that haven’t been in the office in the last 18 months. Active patients will decrease as you mark patients as “Inactive, Archived, Deceased, etc” in you practice management software or if patients fall into the category of not being seen in 18 months.

Active Patients Scheduled

Active Patients Scheduled is the percentage of your Active Patients that have a future appointment scheduled.

Benchmark percentages are based on other Weave offices.
Offices attaining 85%+ scheduled percentage will see faster practice growth and less patient attrition.

Tip: The appointment type or procedure code that is attached the appointment will not impact your scheduled percentage.

Tip: To increase your Scheduled Percentage, follow the steps below

Turn Recall Reminders and Appointment Reminders on in Weave
Schedule all patients before they leave the office
Find unscheduled patients in New Patients, Hygiene Reappointment, Restorative Treatment Plan, Hygiene Treatment Plans, and Cancelations in each metrics drill-downs (see visual below)

Take a deeper dive into your practice and patients by clicking clicking into Active Patients Scheduled. Doing this will show you your unscheduled patients, bucketed by their due date and last appointment date.

You can also filter by All Hygiene Patients or Perio Only Patients. Select the desired patient to contact them with the click of a button (see visual example below).

Recaptured

There are three important terms in this section:

Recaptured - patients not seen today but rescheduled by phone, text, or email through the efforts of your front desk and Weave
Recaptured Production - Production dollars scheduled based on procedure codes that were attached to the future appointment and your fee schedule, this is not an estimate
Lead Time - How far out your front office is scheduling patients (The average time between when each patient was scheduled and their appointment date)

New Patients

There are three important terms in this section:

New Patients - patients that have not received any prior services from your office. A person is considered a new patient after their first appointment has been completed.
Completed Production - production that was completed from new patients first appointment.
New Patients Unschedule - Number of your new patients that have not rescheduled a future appointment.

Hygiene Reappointment

The hygiene reappointment percentage is the patients seen in hygiene during the period and scheduled their next hygiene appointment that same day. Benchmark percentages are based on other Weave offices.

Hygiene Patients Seen - appointments with the following procedure attached:

Not Yet Rescheduled - Patients seen in hygiene and have not yet scheduled their next hygiene appointment.

Note: We classify hygiene appointments based on the ADA procedure codes attached on the appointments. If your office is not attaching procedure codes to the future appointment, we will not be able to say if that patient was rescheduled specifically for a hygiene appointment and it may show up as 0%. Be sure to attach those procedure codes!

Restorative and Hygiene Treatment Plan

Restorative Treatment Plan	Hygiene Treatment Plan
This section looks at patients diagnosed and ADA procedure codes that do not include: Diagnostic Procedures Preventative Procedures Non-Clinical Procedures Periodontal Procedures	This section is focused on patients diagnosed with hygiene ADA procedure codes including: Fluoride Sealants Whitening Scaling and root planing Scaling and debridement Gingival irrigation

Restorative Treatment Plan

Hygiene Treatment Plan

This section looks at patients diagnosed and ADA procedure codes that do not include:

Diagnostic Procedures
Preventative Procedures
Non-Clinical Procedures
Periodontal Procedures

This section is focused on patients diagnosed with hygiene ADA procedure codes including:

Fluoride
Sealants
Whitening
Scaling and root planing
Scaling and debridement
Gingival irrigation

In both these sections, the following 5 definitions are important to consider:

1. Patients Diagnosed % - The number of patients diagnosed with restorative treatment during an exam divided by the number of patients who completed an exam in the same period

2. Patients Diagnosed - The number of patients diagnosed with restorative treatment in the period

3. Patients Accepted % - The number of patients that accepted (scheduled or completed) restorative treatment divided by the number of patients diagnosed in the designated period

Tip: If a patient was diagnosed with multiple procedures and scheduled/completed at least one of those procedures, the patient would count as an accepted patient.

4. Patients Accepted - The number of patients that accepted (scheduled or completed) restorative treatment in the period

5. Unscheduled Treatment - the total of all unscheduled restorative procedures from diagnosed patients in the period

Cancellations

Ensure that you are following your Practice Management Software’s guide to cancelling appointments. Benchmark percentages are based on other Weave offices.

There are 3 key definitions for Cancellations:

1. Cancelled Patients - Patients that cancel or do not show up to the appointment

2. Remaining Unscheduled - The patients that have not yet rescheduled their appointment

3. Unscheduled Opportunity - The production dollars available from patients that have not rescheduled

Tip: This amount is calculated based on the procedure codes attached to the appointment and your fee schedule when the appointment was broken. This is not an estimate.

When an appointment is cancelled and you break the appointment, Weave logs the procedure codes that were on the broken appointment. A patients appointment is considered rescheduled when at least one of the procedure codes on the broken appointment is rescheduled in the future.

Cancellations and Open Dental

Note: If your office is using Open Dental it is critical that you are following Open Dental's process for cancelling an appointment.

Ensure your office is breaking the Appointment and not deleting the appointment when a patient cancels. Cancellations in Weave are based on the ADA procedure codes being attached to the cancelled appointment (D9986-Missed and D9987-Cancelled). You can do this manually, but we recommend automating the ADA code being attached when you break the appointment.

You can do this by ensuring the Broken Appointment Procedure Types in Open Dental are turned to both inside the Appointment Module Preferences.

Find more information with these Open Dental resources:

Morning Huddle
The Morning Huddle dashboard provides information on how your office is doing for the day and calls out action items, making sure that nothing falls through the cracks.

This is an add on feature and may not be a part of your current Weave software. This feature is currently only available for customers who use Open Dental, Dentrix, or Eaglesoft.

Click here to learn more about getting Practice Analytics for your office.

Accessing the Morning Huddle dashboard

1. Access your Morning Huddle dashboard by logging into your Admin Portal

2. Go to Morning Huddle and select Dashboard

3.From here, you can change the report date to any day within the past seven days
Once in your Morning Huddle dashboard, you will see three metrics,
- Production Month to Date
- Yesterday’s Production
- Scheduled Production
Let's look at each of these in more detail!

Metric 1: Production Month to Date
This metric shows you the dollar amount of production based on completed procedures and scheduled procedures for the current month. You can also see how the practice is doing this month compared to the same time during the previous month.

Note: The numbers will not change throughout the day. If you schedule additional production or canceled production, these changes will reflect in the next morning's report.

Metric 2: Yesterday's Production

Yesterday’s production will give you a shot of your previous day, including scheduled production vs. completed production, how many patients were seen, and the average production amount per patient visit.

You also can see where the production came from and areas where your practice can improve. Use the Production Type overview to create action items for your office, such as outreach to patients who are unscheduled or might have canceled an appointment without scheduling back.

Note: The Production Types are not actionable with the Morning Huddle Dashboard. You will need to go to Practice Analytics within the Weave App to take action.

Metric 3: Scheduled Production

This metric will show you the dollar amount of production scheduled for the next week in green. The blue dotted line will show you the practice's average production for the last 30 days.

Use this metric to find days where you might have a dip in production and have your staff focus on filling that day with past due and unscheduled patients.

Morning Huddle Settings

Receive a daily Morning Huddle report in your email each morning to use in your standup meetings with your team by entering the email addresses you want to receive the daily report in your Morning Huddle Settings

To adjust your settings for Morning Huddle:

1. Select Settings in your Morning Huddle dropdown menu

2. Enter the email address you want to receive the daily Morning Huddle Report and click Add

3. Additional email addresses may be added, and or removed as desired

Morning Huddle Daily Report

Here’s an example of what your daily Morning Huddle Report would look like. This will be delivered to your email inbox at the beginning of each morning.
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