Updated 2026-08-11 · 2 min read
A report nobody uses to decide anything is a report you don't need. These are the numbers that really move something at a physiotherapy clinic, with what to do when they come out badly.
The six that decide
| Number | What it's telling you | What to do if it comes out badly |
|---|---|---|
| Occupancy per physiotherapist | Whether the share of the calendar is real or theoretical | Move treatments between professionals, don't hire |
| Occupancy per room | Whether the bottleneck is the rooms and not the people | Rearrange which treatment goes in which room |
| No-shows without notice | How much of the calendar evaporates | Confirmation in advance and a waiting list |
| Active packs not yet used | Money collected and work not yet done | Give notice when one or two sessions are left |
| Discharges halfway through treatment | Who stops coming without saying anything | Bring them back the following week, not a month later |
| Source of each new patient | Which channel really brings people in | Stop paying for the one that doesn't |
The three that decide nothing
The total number of messages received: it goes up and down with the seasons and doesn't tell you what to do. Website visits with no bookings behind them: that's traffic, not business. And the month's revenue on its own, without comparing it with the same month last year, which is the only comparison that means anything in a seasonal business.
The one almost nobody has
How many sessions were booked outside the clinic's opening hours. It's the one that measures what was being lost before, and it's the only one that answers «is this working for me?» beyond any argument.
Looking at these numbers side by side, month after month, is what turns a gut feeling about the clinic into a decision you can defend to your team or your partner.
Questions clinics ask
How often should this be looked at? Once a month is enough for almost everything. No-shows and occupancy, weekly, because they're corrected as you go.
Do the reports come from the dashboard or do they have to be exported? They come from the dashboard, for whatever period you choose, and can be exported if you want them in your spreadsheet or for your accountant.
Can I compare two periods? Yes, and that's what you should do: every number comes with its comparison against the previous period.