We build admissions KPIs for treatment centers from the data you already have: CRM fields and dispositions, time stamps, calls from your phone system, and admit and discharge data from Kipu or Sunwave. Every KPI is shown per rep, per shift and per day of week, so managers can coach the right person on the right thing.
900+ integrations completed · Salesforce partner · We sign BAAs
How treatment center KPIs are built
Fields, dispositions and time stamps on every lead and opportunity, with validation so reps fill them in
Talk time, dials and answered calls from CallTrackingMetrics, CallRail or your phone system, on the same record
Admit date, discharge date, discharge type and length of stay from Kipu or Sunwave
Each KPI by rep, shift and day of week, next to the team and each rep's own history
Every KPI below comes from three places. The CRM holds the lead, the opportunity, their dispositions and the time stamp of each change. The phone system holds the calls. The EMR holds what happened after admission. Shift and day of week come from the time stamps, matched to your shift hours. Manager comes from the rep's user record. The dashboards set no targets: each rep is shown next to peers and next to their own history.
Lead quality and intake. Lead to VOB, lead to GFP (Good for Placement: accepted insurance, ready and willing), lead to RFP and lead to deal rates show whether a weak month comes from the leads or the reps. Lead to deal is compared with each rep's own historical average, channel by channel, such as community relations or Google Ads, using lead source and the five hidden tracking fields on every form, chat and call. Admissions to qualified VOB is split by lead type, lead age, disposition and whether the lead ever answered. The lead status report and the No Services Needed reasons and notes report check that dispositions such as Not Relevant, Closed, referred to SAMHSA or no insurance card are used the right way.
Insurance and VOB. The VOB ran to accepted VOB ratio shows which reps run enough insurance verifications and which policies come back approved, not approved or pending. Qualified VOB to bed rate follows accepted VOBs to admission. Zip code capture puts the zip on the lead, so VOB to GFP ratio by zip code can guide where paid search spends. Self-pay rate and non-covered costs (NCC) raised per month, excluding self-pays, read a payment type field and a currency field on the opportunity.
Closing and placement. RFP:Bed rate (Ready for Placement to in bed) is the true success rate by rep, day and shift. Average days to close counts the days from lead created to admit date, to show follow-up discipline on people who take longer to admit. The deal disposition report checks that opportunity dispositions are used the right way.
Travel and arrival. Travel fields on the opportunity hold the flight, whether it was paid for or loaned, and a Flight Canceled stage with a required Flight Canceled Reason. That reason splits cancellations into weak-close reasons, such as no show or no contact made, and other reasons, such as insurance not approved. Average talk time for flights booked and for patients in bed sits next to AMA and flight cancellation rates.
Discharge and outcomes. Discharge type and discharge date come back from Kipu or Sunwave onto the opportunity, so AMA (against medical advice) rate and medical discharges are counted per rep who admitted the patient. A clinical review field set before admission shows whether clinical fit was reviewed.
Rep activity and data capture. Average talk time for all calls compares reps with each other. Outbound dials count unique phone numbers only, with no double counting. Email capture rate, second phone numbers captured and SMS consent captured (the "Approved to SMS" opt-in field) show how complete each rep's records are.
What's included
Leads that reach an insurance verification, by rep, to separate lead quality from rep performance.
Leads that become Good for Placement: accepted insurance, ready and willing.
Leads that reach Ready for Placement, 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 RFP:Bed.
VOB to GFP 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 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)
Leads, opportunities, dispositions and KPI dashboards for treatment centers
The same KPIs built on Zoho CRM modules and dashboards
Admit date, discharge date, discharge type and length of stay back on the CRM record
Admit and discharge data kept in step with the CRM
Talk time and calls on the record, native in Salesforce and through the API for Zoho CRM
Native Salesforce integration set up and extended, with each call on the lead
Lead to deal by channel, and insured leads sent back as conversions (outcome only)
CRM data in dashboards, Google Sheets and Looker Studio
Our sister company, for fully custom behavioral health dashboards
Book a free call. We look at your CRM fields, dispositions and call data, and map which of these KPIs you can build today and what is missing.
The JTS team are extremely knowledgeable when it comes to advertising attribution and maximizing the potential of customer and leads. They know software extremely well, and how all the pieces fit together perfectly. I highly recommend his services to anyone looking to streamline their technology and maximize their sales potential.
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 go through your KPI list, your CRM, your phone system and your EMR.
Priced by project, not by the hour. You approve before we start.
Missing fields, picklists and validation added, so reps capture what each KPI needs.
Call data and admit and discharge data brought onto the same record.
Reports and dashboards built, checked against the source systems, then handed over with training.
Working with us
US and overnight hours
Our teams cover all hours, so work keeps moving after your day ends.
AI agents in the workflow
We use AI agents in development and content creation, on a HIPAA-compliant Claude Enterprise license, so builds move faster.
900+ integrations completed
We have done this before, and it shows in how we plan and test.
Free call first
Honest advice before any work starts, even if you never hire us.
Salesforce, Zoho CRM or another CRM whose API allows it. The KPIs depend on the fields, dispositions and time stamps, not on one CRM.
No. Each rep is compared with peers and with their own history, channel by channel. You set the goals.
From the time stamp on the lead, call or stage change, matched to the shift hours you give us.
From the phone system. CallTrackingMetrics and CallRail have native Salesforce integrations, which we set up and extend, and calls land on a custom activity object. For Zoho CRM, we connect CallTrackingMetrics through its API.
From Kipu or Sunwave. Admit date, discharge date and discharge type come back onto the CRM record, so each discharge is tied to the rep who admitted the patient.
We add validation, required picklists and automation, so a disposition or a flight cancellation cannot be saved without its reason.
Yes. Our sister company TrussCharts builds fully custom behavioral health dashboards, including for people without a CRM seat.
Yes. We sign BAAs for healthcare work.
By project, not by the hour. The first call is free, and you get a project quote after it.
