Understanding Discrepancies in Production Metrics Between Third-Party Partners and Practice Management Software
Dental practices rely heavily on accurate production metrics to monitor performance, track growth, and make informed decisions. However, discrepancies can sometimes arise when comparing data from a third-party analytics partner to metrics generated by your practice management software (PMS), even when both pull data from the same database. These differences can often be attributed to variations in data interpretation, reporting methods, and software configurations.
1. Differences in Data Definitions
One of the primary reasons for metric discrepancies is the way production is defined and calculated. Your PMS might classify adjustments, write-offs, or discounts differently than your third-party partner. For example, some systems report gross production while others focus on net production, excluding adjustments like insurance write-offs. Ensuring both systems use the same definitions for production is crucial for consistency.
2. Timing Variations
Metrics can differ based on the timing of data retrieval. A third-party tool may aggregate data in real-time or at set intervals, whereas your PMS might use end-of-day or batch processing methods. This can create temporary misalignments if changes or updates (such as payments or voided procedures) haven’t been synchronized across both platforms.
3. Custom Reporting Configurations
Third-party analytics partners often customize reports to highlight specific insights. Filters or criteria, such as including only completed treatments or excluding specific providers or locations, might not align with the default settings of your PMS. These tailored reports are designed for clarity but can inadvertently differ from PMS-generated metrics.
4. Data Syncing and Integrity Issues
In rare cases, discrepancies may arise due to syncing delays or issues in data mapping between the PMS and third-party system. This is especially relevant for multi-location practices using centralized databases, where data consistency might be affected by connectivity issues or incomplete integrations.
5. User Input and Software Settings
Human errors, such as inconsistent data entry or differing PMS settings, can also lead to variations. For example, improperly coded procedures or misaligned fee schedules can skew results.
By understanding these factors, dental practices can work closely with their third-party partners to align definitions, refine reporting criteria, and ensure consistent, actionable metrics. This collaboration helps build trust in the data and enhances decision-making for practice success.