Numbers come from what your clinic already records, by day, week or month, compared with the previous period.
Metrics and dashboardsHow to make data-driven decisions at your dental clinic?
By Andreas Hartmann, CEO of HartSystem · updated October 15, 2026
To make data-driven decisions at your dental clinic, follow a few metrics every week (schedule occupancy, no-shows, estimate acceptance, payments received and overdue recalls), compare them with last month and turn every gap into an action with an owner. In Pro365 GO, the dental software that is the new ProDent, the numbers come ready and Pro365 AI answers questions on WhatsApp.
Signs your clinic runs on guesswork.
- Nobody knows how many no-shows there were
It feels busy, but empty slots only show up at the end of the day.
- Pending estimates get forgotten
Nobody knows how many are stalled, or for how long.
- Cash is only checked at month end
By the time a problem shows up, it's too late to fix.
- Campaigns go out without knowing who came back
Effort goes in and nobody knows what worked.
The 4-step method, no spreadsheet.
- 1Pick a few metrics
Five are enough to start: occupancy, no-shows, estimate acceptance, payments received and overdue recalls.
- 2Look on the same day every week
A short weekly meeting with the dashboard open beats a big monthly report.
- 3Compare with the previous period
A number alone says little. Up or down versus last month says a lot.
- 4Turn every gap into an action
Who does what and by when. Next week, the dashboard shows whether it worked.
Want to see your clinic's numbers?A specialist shows you the Pro365 GO dashboard with your clinic's routine.
See my clinic's numbers
Examples of decisions that come from the dashboard.
The dashboard showsTuesday afternoons fully booked for 4 weeksDecision: add another dentist on that shift.
The dashboard showsPending estimates rising this monthDecision: turn on the campaign agents' automatic follow-up.
The dashboard showsMore overdue recalls than last monthDecision: a recall campaign for patients away for 6 months.
How Pro365 GO, the new ProDent, helps you decide.
Ask on WhatsApp, by text or voice, and get the answer right away. Each person only sees what their ProDent permission allows.
Pro365 AI
Inside the system
From the dashboard to this week's decision
See what it's like to open the dashboard, change the period and reach the number that calls for action.
- 01Day, week and month
With the previous period compared.
- 02Dashboard or list
Charts to look at, numbers to check.
- 03Ask the AI
On WhatsApp, without opening the system.
Ready to decide with data?Leave your details and book a demo.
See my clinic's numbers
Everything connected in Pro365 GO
Deciding with data is easy when the data is already together.
In Pro365 GO, the new ProDent, schedule, estimates and finance feed the same dashboard. Dashboards make the numbers visual, Pro365 AI Consultant answers questions on WhatsApp and agents turn a gap into action.
Decide with datain Pro365 GO, the new ProDent
Metrics and dashboardsThe week's numbers in charts you read at a glance, compared with last month.See
Pro365 AI ConsultantA question mid-day becomes a WhatsApp message, answered right away.See
Campaign agentsSpotted a stalled estimate or overdue patient? The agent handles the follow-up.See
Pro365 AI InstructorChanged a process? The Instructor teaches the team the new way.See
- FinanceReceipts and bills feed the same dashboard, no month-end spreadsheet.
- ScheduleOccupancy and no-shows come straight from the daily schedule, nobody writes them down.
Ask Pro365 AI Consultant on WhatsApp
Meet Pro365 AI Consultant
What was the best day of the month?
The 25th, with the month's highest receipts. Want to compare with last month?
ProDent since 1993
Pro365 GO is the new ProDent
This tool grew out of more than three decades of ProDent working alongside dental clinics. Now it's 100% web, comes with Pro365 AI and keeps the same HartSystem support team. If you use ProDent, the team helps bring your data over and trains your staff.
Our story- since 1993ProDent is born in Blumenau
- 100% webin the browser on computer, tablet and phone
- Pro365 AIanswers about your clinic, no reports to build
What you might be wondering
Frequently asked questions
Which metrics should a dental clinic follow?
Start with five: occupancy, no-shows, estimate acceptance, payments received and overdue recalls. Then add what makes sense for your clinic.
How often should I look at the numbers?
Every week, on the same day. A short talk with the dashboard open shows where to act.
Do I need a spreadsheet?
No. In Pro365 GO the numbers come from what your clinic already records in the schedule, estimates and finances.
Who should look at the metrics?
The owner looks at the whole, the front desk at schedule and no-shows, and each dentist at their own appointments and estimates.
Does Pro365 AI see all the clinic's data?
It only answers what the user's ProDent permission allows, and your clinic's data is never used to train the AI.
Discover a new way to run your dental clinic.
See how Pro365 GO connects scheduling, clients, treatments, finances, KPIs and artificial intelligence.
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