[Free Distribution] How to Use the Clinic Management "Numerical Analysis Sheet"

"I feel like things went well this month"
"I feel like the number of patients has decreased"

When you run a clinic based on these "feelings," you won't know the cause when problems arise. Even if you want to improve, you won't see where to start.

The problem with intuitive management is that it lacks reproducibility.

Whether things go well or poorly, you end the month without knowing why, and then the next month begins.

As the number of clinics such as osteopathic clinics, acupuncture clinics, and chiropractic clinics continues to increase, surviving has become no longer easy.

That is where you use the concept of"KPI management."

I have created an upgraded version of the "KPI Management Sheet" for numerical analysis of clinics that I originally used.

This article explains how to use that sheet.

The sheet is distributed for free, and I hope it will be useful for the management of as many people as possible.

I have included instructions on how to receive it via our official LINE account at the end, so you can go ahead and receive it first before reading on about how to use it.

After registering on LINE, send the keyword below andthe URL will be sent back to you automatically,so please download it from there.

Keyword to receive the bonus↓

KPI

※Please copy and paste this as is to send it.

Click here for an article about the purpose of creating the Clinic Management Bible and my self-introduction.

What is a KPI in the first place?

You might feel overwhelmed when you see alphabet acronyms, but don't worry!

KPI stands for "Key Performance Indicator," which translates to "Important Performance Evaluation Index" in Japanese.

It sounds difficult, but it's like
"an indicator that tells you if things are going well if you keep track of this number."

That is the general idea.

For example, these are the types of numbers.

・How many new patients visited per month
・What percentage of those patients returned for a second visit
・The number of patients who visited this month
・How many times each patient visits per month
etc.

By recording and tracking these every month, you will be able to see "where the problem is now" and "what you should do next."

Since sales are determined by this formula, tracking these numbers is the most important thing.

It is easy to misunderstand, but

KPIs are not for monitoring.
They are meant to be used as "hints for deciding your next actions."

As you start tracking the numbers, various trends will become visible, making it fun to keep records.

When I was feeling unwell, my repeat rate dropped noticeably, so it helped me decide to "honestly take a break because my performance has dropped."

Three purposes of the sheet

This sheet consists of the following three pages.

・Numerical Analysis Sheet
・Reflection Sheet
・Usage Guide

The intentions behind the analysis sheet and the reflection sheet are as follows.

1. Develop the habit of entering numbers

This is a part of the sheet's content, and it looks like this.

By recording at the same time every month (preferably on the last business day), you will be able to objectively grasp the state of your clinic for that month.

2. Remember "why you are doing this work"

By writing down your origins and vision on the reflection sheet, you can ensure that your management does not become solely about chasing numbers.

This is because, based on my past experience of selling my soul to numbers, I feel it is important to always remember the purpose of your work.

3. Utilize the KPT method for next month's actions

I use the KPT framework for reflection to summarize points for improvement.

It is a method I use daily, and I believe it is a system that makes it easy to summarize what to do next and maintain consistency.

I also explain reflection using the KPT method in this article below.

Numbers you especially want to manage

The items to be entered are lined up on the left side.

If you are not used to entering numbers, you might feel overwhelmed. But it is okay.

It is not important to fill in everything;"the important thing is to first build the habit of entering numbers"is what matters.

Temporary numbers are entered in the target value section.

As you continue to track the numbers, the target values for your clinic will naturally become clear, so you can replace the numbers once you understand them.

From among the various items, let's start by entering the most important numbers below.

・Sales
・Number of new patients
・Number of medical records (number of patients)
・Total number of visits
・Second-visit repeat rate

↑ Once you enter these, the unit price and number of visits should be reflected automatically.

Once you get used to it, filling in other areas such as the 5th-visit repeat rate and utilization rate will reveal the nature of your clinic.

Next, it is important to look at the elements that make up your sales.

Assuming your current sales are 600,000 yen,
50 patients × 6,000 yen unit price × 2 monthly visits = 600,000 yen

Let's assume this is the composition.

So, if you want to reach 1 million yen!
For example,
65 patients × 7,000 yen unit price × 2.2 monthly visits = 1,001,000 yen

↑ If you achieve a composition like this, you can reach 1 million yen. This will be your next goal.

Number of patients: 50 → 65
Unit price: 6,000 yen → 7,000 yen
Monthly visits: 2 → 2.2 times

To achieve this,
we will develop strategies to increase the number of patients, unit price, and number of visits.

・Review your medical interviews
・Introduce coupon tickets
・Try creating a new menu
・Try conducting a patient satisfaction survey

For example,since these are ideas that emerged from a fact-based foundation, the logic is that they have a higher success rate than management based on intuition.

You won't know which numbers to raise or by how much until you have accumulated data. It is fine to start with tentative goals, so let's give it a try.

3 Steps to Using the Sheet

STEP 1 | Enter the numbers at the end of the month

I always did this on the last business day of the month because I wanted to finish the review for that month within the month itself.

The sheet may look like it has many items, but please rest assured that many cells are filled in automatically through auto-calculation.

STEP 2 | Check the assessment and choose one "Needs Improvement" item

Assessments such as "✅ OK," "⚠️ Needs Improvement," and "🚨 Caution" are automatically displayed in column R.

I hope you can use this as material to judge how your clinic's numbers are doing compared to the ideal values that form the basis of the assessment.

First, choose just one indicator that concerns you the most and make it the improvement theme for the following month.

STEP 3 | Record KPT on the review sheet

Write down Keep (things to continue), Problem (issues), and Try (things to attempt next month).

The good thing about the KPT method is that you can review not only the points for improvement but also the things that went well, which boosts your self-esteem.

When you are running a business, you tend to only notice the bad parts, which can make you feel down.

I recommend that you try to have more positive points, for example, by listing four things you did well for every three issues you identify.

As you accumulate things that went well, they become your "winning patterns" or "strengths"so reviewing them when your numbers drop will lead to new insights.

The TRY section will become your action goal for the next month.

Use numbers as "hints for growth"

There is no need to panic when looking at the sheet and thinking, "These numbers are low, what should I do?"

The first important step is simply knowing your current situation.

Numbers are not something to be afraid of; they are "hints that tell you what to do next."
They are a very reliable ally.

・If the second-visit repeat rate is low, review your patient interviews.
・If the number of patients is not increasing, enhance your follow-up care.
・If the utilization rate exceeds 70%, consider raising your prices.
・If the CPA is high, change the content of your advertisements.

Once you have the numbers, what you need to do will naturally become clear. That is how you break away from management based on intuition.

The numerical items are also described on the user guide page, but for now, just try clicking around and using it.

The sheet is currently being given away for LINE registration.

We are giving the "Clinic Management KPI Management Sheet" to everyone who registers for our official LINE account.

⭐️Now available
・Google Spreadsheet version
・Excel version

After registering on LINE,the URL will be sent to you immediately,so please download it from there.

If you are unsure how to use it, please feel free to ask questions on LINE!