Most treatment centers already have the data. It sits in call tracking, the CRM, the EMR and a few spreadsheets, and the numbers rarely agree. We work out which KPIs your team needs, get the data into one place, and build the dashboards on top.
900+ integrations completed · Salesforce partner · We sign BAAs
Sound familiar?
The dashboard is the last step. Most of the work is in the data underneath it.
Admissions counts admits one way, the EMR another, and the spreadsheet a third. Without admit dates in the CRM, every report is an estimate.
When calls and forms land without their source, nobody can say which channel, campaign or referral partner sent the patients who admitted.
A dashboard full of totals does not tell a director which rep, shift or day of week needs attention.
Play the admissions game
Five calls, one person looking for treatment. Every right move brings them a step closer to your bed. One wrong move and they go to another treatment center, and they do not pick up when you call back.
Call 1 of 5 · Missed call
Someone calls at 11:40 pm looking for treatment. Every rep is on another line, so the call rings out.
What do you do?
What we build
Click through each step to see what a dashboard can show there, and what we set up so it is right.
Step 1 · Inquiry
Lead counts are only useful when each call, form and chat lands on a CRM record with the channel and campaign that sent it.
What we build
Who it helps
Today's admits, the funnel from lead to bed, and the KPIs for each rep, shift and day of week.
Their own numbers next to the team's, so coaching starts from the same page.
Referral sources ranked by admits, with goals vs actual for every month.
Leads, opportunities and admits by channel and campaign, and cost per admit by week.
Opportunity to admit, month over month, from numbers the CRM and EMR agree on.
KPIs
26 admissions KPIs in six sections. We pick the ones that fit your center with you, and show each per rep, per shift and per day of week, from your CRM, your call data and your EMR.
Leads that reach an insurance verification, by rep, to separate lead quality from rep performance.
Leads that become Good for Placement: financially approved.
Leads that reach Ready for Placement (financially and clinically approved), by rep, shift and day of week.
Compared with each rep's own historical average, channel by channel, such as community relations or Google Ads.
Split by lead type such as web forms, by lead age, by disposition and by whether the lead ever answered.
Rates for every disposition, such as referred to SAMHSA, Not Relevant, Closed or no insurance card, against peers.
Why reps mark leads Not Relevant, to check that dispositions are used the right way.
Which reps run enough insurance verifications, and which policies come back approved.
Accepted VOBs followed through to admission, the step before Ready for Placement to bed.
VOB to Good for Placement ratio by zip code, to guide where paid search spends.
The share of admits that are self-pay, to find strong self-pay closers and coach the rest of the team.
NCC raised per month by rep, excluding self-pays, for collections by agent.
Ready for Placement (financially and clinically approved) to in bed: the true success rate by rep, day and shift.
Days from lead to admit, to show follow-up discipline on people who take longer to admit.
Checks that dispositions on opportunities are used the right way.
Flights cancelled out of flights booked, by rep, shift and day of week.
Weak-close reasons, such as no show or no contact made, against other reasons, such as insurance not approved.
How each flight was funded, from a field on the opportunity.
Average talk time on admits, set next to AMA and flight cancellation rates.
Patients who left against medical advice, counted against the rep who admitted them.
Medical discharges per rep, with whether clinical fit was reviewed before admission.
Talk time from the phone system, with reps compared with each other.
Dials counted once per phone number, with no double counting.
Calls and leads where the rep captured an email address.
Leads with a second phone number on file, so follow-up has a way through.
Leads with the "Approved to SMS" opt-in field set before any text goes out.
The real thing
We work with TrussCharts (trusscharts.com), our sister company, to build dashboards on the data we connect. Client names and locations are replaced.
Calls in queue right now, across the top. Missed calls, admits, and arrivals today. Leads to opportunities to admits, and calls by hour. (client dashboard, names replaced)
Opportunity-to-admit % by month. A three-month average line. Dips are easy to see. (client dashboard, names replaced)
Leads and opportunities by month. Paid, organic, and referral channels side by side. Opp % and admit % for each channel. (client dashboard, names replaced)
Every referral source in one table. Leads, opportunities, and admits per source. Conversion rates for each. (client dashboard, names replaced)
Admits and cost per admit by week. Cost per admit for qualified opportunities. Outbound referrals from PPC leads, tracked too. (client dashboard, names replaced)
One bar per rep. Green on target, amber and red behind. The goal maths shown in the header. (client dashboard, names replaced)
Systems we connect
EMR: admit and discharge dates, insurance outcomes and program history into the CRM
EMR: patients sent from the CRM, discharges synced back
Calls and texts with their source, on the CRM record
Calls with their source, on the CRM record
Admissions dashboards built inside Salesforce
Our sister company, for Zoho CRM, other CRMs and people without a Salesforce license
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I have been thoroughly impressed with the results. JTS team expertise in systems and software integration has given me clear and concise reports, they help me also with generating qualified leads, has been instrumental in driving my business forward. Thank you for everything you have done for my business.
For the past five years, Journeys Through Search has been an incredible marketing company to assist in our PPC, web development and support. Quick responses, vast knowledge and marketing creativity made them such a value add to our organization.
How it works
We look at your CRM, your EMR and call data, and the questions your admissions director asks every week.
We agree on the KPIs, where each one comes from and what has to change in the data first.
Priced by project, not by the hour. You approve the scope and the quote before we start.
Data brought together, dashboards built and checked against the CRM and EMR, then training for the team.
Book a free call. We look at your CRM, EMR and call data, and sketch the dashboard and KPIs your admissions team would use.
Choosing the KPIs with you, getting call, CRM and EMR data into one place, fixing the fields and stages the numbers depend on, and building and testing the dashboards.
Admit and discharge dates, pre-assessments, insurance outcomes (approved, not approved or pending) and program history, once that data is brought back into the CRM.
It depends. In Salesforce, much of this can live inside Salesforce dashboards, and we build those too. A TrussCharts dashboard suits Zoho CRM or other CRMs, and people who do not have a Salesforce license.
It depends on the case. Some dashboards read straight from the CRM and platform APIs, and others need the data landed in one place first. We tell you which after the free call.
Good for Placement means financially approved. Ready for Placement means financially and clinically approved.
By project, not by the hour. The first call is free, and you get a project quote after it.
