The Insights Dashboard is designed to allow you to keep an eye on a variety of metrics related to practice health and ensure the practice is heading in the right direction!
Access:
An administrative user may decide which users have access to the dashboard. As it contains financial information, some practices may prefer to limit the number of users who can see this type of data.
To toggle a user's access on or off, admin users must:
Click Settings
Select Server
In User Setup, toggle on or off Allow Insights
- For users who have access enabled, you can navigate to the top navigation bar and click the Insights icon.
Dashboard View:
The first thing you will see in Insights is the Dashboard view with all 13 Insight graphs on the same page.
- Graphs are divided between Practice Financial (10) and Patient Activity Engagement (3)
- Each graph reports data on a rolling 12 month period which means it will always display the current month and the previous 11 months for a total of 12 data points
Goals:
Available starting 8/28/2025 on version 7.16.0 and above.
Set goals for each graph. Goals help you track performance and see how close you are to meeting targets.
To set a goal:
- In the top right corner of the dashboard, click Goals.
- A side panel will open where you can set goals for each Insight graph.
- Within the graph panel, select the Insight type or use the arrows to expand and collapse.
- Set amounts or percentages at the practice or provider level:
- Click the toggle to enable Show on Graph.
- To keep changes and exit, click Save Goals.
- To exit Goals without saving, use Cancel.
💡Pro Tip: For a real-time view of where your practice stands each time you view your dashboard, enable goals to Show on Graph.
Date Range:
If you would like to change the time frame, you can do so with the calendar icon. There is a limit of 12 months for the range size but you can choose any 12 month period you would like to view.
The dashboard view has certain pieces of data aggregated. If you view the Production by Provider type, you will see that we've grouped providers into "Doctor" and "Hygiene". For practices that have several providers, segmenting the data this way makes it a bit easier to understand.
For information split into each provider, simply click the drop-down button in the upper left to select the dashboard you'd like to view individually. This menu allows you to swap between the Dashboard view and each individual graph.
Graph Manipulation:
To modify the data on the graph, you can click the key to add/remove a specific segment of data. When the text has a strikethrough (as in the image below), that data segment is removed from the graph. To add it back in, you simply tap the key again and the strikethrough will be removed.
If you hover over any specific data point (bar or graph) the total value will be highlighted in the tooltip for you.
Individual Graph View
Each graph gets a bit more specific when you click the individual link. Links for each graph are located in the upper left drop-down menu on the Insight Dashboard page. Depending on the graph, some graphs move from a line graph to a bar graph to make data easier to visualize.
In the example below, the Income by Provider graph breaks down into specific providers when it's viewed individually instead of being grouped by provider type as in the dashboard view.
How Data is Generated:
Production by Provider Type:
- Grouped by Doctor and Hygiene where Hygiene is a provider listed in Open Dental as a secondary provider.
- Measures adjusted production (Gross production - write offs +/- adjustments).
- Flex includes adjustments on the date of the adjustment and write-offs are considered on the date of the procedure they are attached to.
Adjusted Production:
- Dashboard view measures adjusted production (Gross production - write offs +/- adjustments) for all providers in the practice.
- Flex includes adjustments on the date of the adjustment and write-offs are considered on the date of the procedure they are attached to.
- Individual graph breaks it down by gross production, adjusted production, write offs and insurance.
Income by Provider Type:
- Grouped by Doctor and Hygiene where Hygiene is a provider listed in Open Dental as a secondary provider.
- Measures money collected on the designated months of the graph.
- Flex includes adjustments on the date of the adjustment and write-offs are considered on the date of the procedure they are attached to.
Aging AR
- Totals balances in each aging group (0-30 days, 31-60 days, 61-90 days, over 90 days and the total).
- Make sure Pay Plan logic in OD is set to Age Credits and Debits (setup > preferences > account > payment).
Production per Visit by Provider Type:
- Measures the adjusted production / the number of appointments completed in the month.
- Dashboard aggregates Doctor & Hygiene separately and individual graph represents each provider individually.
- Flex includes adjustments on the date of the adjustment and write-offs are considered on the date of the procedure they are attached to.
Collection Rate by Provider Type
- Measures collection rate (income / ADJUSTED production - i.e. gross production minus insurance write-offs and adjustments) by provider type (on the dashboard) and by individual provider on the click-in graph.
Unscheduled Treatment Total
- Measures the dollar amount of treatment in treatment plans that is not attached to an appointment (either scheduled or completed).
Case Acceptance Rate by Provider Type
- Measures the percentage of procedures added to a patient's treatment plan and attached to an appointment in a given month (restorative and preventative procedures are included).
- For example: Dr. Smith Adds 4 procedures for patients this month (a). Of those 4, 3 are included in future or completed appointments (b). Dr. Smith's case acceptance rate is 75% which is found by dividing "b" by "a".
Fluoride Rate per Hygiene Appointment
- Measures the percentage of completed hygiene appointments that also have a completed fluoride code. An appointment is considered a hygiene appointment if it has at least one code selected in your recall settings in Flex.
Days in Accounts Receivable
- Measures the time it takes collect past-due balances. Calculated by dividing your average monthly AR by your average daily production, then multiplying by the number of days in the month.
- If this number starts to rise, it’s a signal to review and adjust your collection process.
Reappointment Rate:
- Measures the percentages of patients who completed an appointment and do not have another appointment scheduled.
Patient Attrition:
- Measures the percentages of patients who have gone more than 18 months without an appointment and do not have their next appointment scheduled.
New Patient Count
- Measures the count of new patients in the office as a whole who had completed appointments.
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If you have questions, please contact Flex Support.
Thank you!
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