Weekly pilot report
Baseline window
Compare the pilot against a clear before-period.
Dental group demand recovery
See schedule leakage by location before adding another front-desk tool.
Xona helps dental groups compare call, recall, cancellation, open-slot, and schedule-risk leakage across locations, then pilot one measurable LPS workflow with staff-approved controls.
Built for controlled rollout: estimate by location, review evidence safely, run one approved workflow, then expand only after weekly outcomes and staff confidence are clear.
sample multi-location leakage scorecard
Where should the pilot start?
| Location | Primary leak | Calls | Recall | Schedule | First workflow | Confidence |
|---|---|---|---|---|---|---|
| Downtown | Overflow calls | High | Medium | Low | Call recovery pilot | Good |
| West clinic | Recall backlog | Low | High | Medium | Recall recovery preview | Needs software review |
| North clinic | Cancellations | Medium | Medium | High | Schedule protection | Good |
Rollout control
Start with one location or one workflow, then expand only when measured.
A group rollout should not begin with a broad promise. It should begin with baseline evidence, clinic-approved rules, weekly reporting, and a clear expand-or-hold decision.
Weekly pilot report
Evidence source
Show whether the signal came from calls, dental software, staff notes, or mixed sources.
Weekly pilot report
Staff handoffs
Separate handled, booked, saved, and review-needed items.
Weekly pilot report
Expand or hold
Only expand when safety, staff confidence, measurable value, and implementation effort are clear.
Sample weekly pilot report
An example expand/hold decision, not a customer benchmark.
This sample shows the report a group operator should expect before expanding from one location to more clinics.
Pilot location / workflow
Downtown clinic — after-hours and overflow call recovery
Comparison window
Baseline: prior 4 weeks; pilot: current week 2
Volume reviewed
43 after-hours/overflow calls; 12 bookable; 7 staff-review items
Appointments booked or saved
5 booked through approved paths; 3 slot-risk tasks routed to staff
Exceptions / staff handoffs
2 unclear clinical requests escalated; 1 provider-rule mismatch held for review
Follow-up status
92% of staff-review items acknowledged inside the agreed next-business-day window
Patient-safety issues
No unresolved emergency, clinical, or policy exceptions
Staff feedback
Morning handoff notes were clear; one appointment-type rule needs tightening
Expand / hold / stop
Hold expansion until the appointment-type rule is updated, then test one more week
Software and safety check
Review software fit before you choose rollout size.
Current support paths include ClearDent, Tracker, and Oryx. Exact lookup, recall, call-note, and schedule-write capabilities are reviewed per pilot and clinic configuration.
Scoped access
Access is limited to the workflow being piloted and reviewed before connection.
Staff approval
Approved appointment types, provider rules, and escalation paths are confirmed before go-live.
Exception visibility
Urgent, clinical, unclear, or out-of-policy requests route to staff.
Expansion gates
Expand only after data quality, staff confidence, and safety review pass.
Group review
Plan a one-location leakage pilot before any group rollout.
We’ll help identify the first workflow and the evidence your team needs: baseline, software fit, staff rules, weekly report, and expand-or-hold criteria.