Visits per Discharge KPI

Visits per Discharge can help you understand the average episode of care at your company and at individual clinics. You can use this data to estimate your earning potential per clinic and discover where you might be missing out on additional revenue if patients don’t complete treatment. The cost of acquiring new patients is high, so be sure you’re actively retaining patients that still need care. This is great for patient outcomes and for your bottom line.

Click on this chart to open the By Clinic comparison chart for Visits per Discharge. You’ll be able to see a breakdown of this data by clinic, view a data table containing the calculation values, and export the results.

Calculation

Visits: the total number of visits for the discharged cases. Analytics counts this number by finalized Daily Notes, excluding no-charge visits. Analytics filters the date range based on the discharge date on the case.

Discharged Cases: the total number of cases with a discharge date in the selected time-frame, including both full and quick discharges. The Quick Discharge notes themselves do not count as a visit since there is no billing associated with that note type.

Visits per Discharge: the average number of visits a patient has within his or her discharged episode of care, which Analytics derives from the total note count associated with the patient case. The calculation is based on the total number of visits for all discharged cases/total number of discharged cases.

These figures include finalized notes for both SOAP 1.0 and 2.0 Data.

Strategies for Management

From case severity to a patient’s willingness to participate, there are many factors that impact the number of visits it takes a patient to get better. The Visits per Discharge KPI can tell us a lot about company and clinic revenue streams as well as patient engagement.

Patient Dropout

A low Visits per Discharge could indicate a problem with patient retention. Patients stop coming to therapy for many reasons, whether they don’t feel like they’re making enough progress or it’s tougher than they expected. But, there are a few things you can do to help encourage patients to finish their episodes of care:

  • Focus on setting expectations with new patients. It’s important that patients know their success with therapy hinges on their participation in, and adherence to, their home exercise programs.
  • Be proactive about communicating the next steps—everything from scheduling their next appointment before they leave the office to reaching out between sessions to check on HEP progress, provide relevant content, and celebrate gains.

Metrics You Should Track

Understanding how many prescribed or authorized visits your patients typically use can help you begin to see trends in retention and engagement (or lack thereof). While a small percentage of patients who did not complete their episode of care may have experienced a miraculously speedy recovery, most bail before meeting their functional goals—and that’s not good for patients or for you.

Data Requirements

There are a few things you should remember about the data that makes up the Visits per Discharge calculation. For Analytics to include data in the reporting each of the following must be true:

  • Notes must be finalized.
  • Visits must be billable (excludes no charge visits).
  • Visits must relate to a case with a discharged status.
  • Cases must have a discharged status. (Inactive cases are not included.)
  • The patient must have an active or discharged status. (Inactive patients are not included.)

Data Allocation

A patient may have received treatment at more than one clinic location. If that is the case, Analytics automatically allocates the visits to the clinic location of the last finalized note (typically the Discharge Summary). If the last note was a Quick Discharge note, Analytics will take the location of the last finalized note prior to the quick discharge.

Data Best Practices

Follow the link for all recommend Analytics Data Collection Best Practices.

  • Use the appropriate discharge note for the patient’s situation.
  • Do not reopen discharged cases to continue patient documentation. The Reopen Case feature is only meant to be used in the off-chance a daily note was missed at some point during the patient’s treatment. We always recommend starting a new case for patients who return to therapy, regardless of how long it’s been since they were last seen.