Your free clinic patient-growth tracker
A simple spreadsheet for enquiries, attended visits and collected revenue. Download it without an email signup.
More enquiries feel promising. More paying patients tell you whether the work is helping your clinic. This tracker gives owners of clinics, medspas and medical centres a weekly view of the numbers between the two.
Download your free tracker (CSV). Open it in Excel or Google Sheets. It is blank, so every number comes from your own records. Keep a copy in your clinic's controlled workspace and use the same definitions each week.
What to enter
Create one row per week and source, such as Google Ads, unpaid Google search or a referral. Use a consistent rule for attributing a new enquiry. Ask where the person first found you, and record unknown when you cannot tell.
- EnquiriesCount new booking conversations, not every message in the same conversation.
- Bookings and visitsCount first appointments booked, then first appointments actually attended.
- Collected revenueRecord money received from those new patients, minus refunds. Do not use quoted prices or unpaid invoices.
The file includes an enquiry-cohort week and an observation date. Follow each cohort through its bookings, first attended visits and collected revenue. Update the same row when its patients arrive or pay later. That avoids comparing this week's new enquiries with visits generated by last month's campaign.
Keep patient names, contact details, treatments and notes out of this sheet. Work from your internal records and enter aggregate totals only. This CSV is a business tracker, not a patient record or a file to upload to an advertising platform.
Read the gaps
If enquiries are arriving but few become bookings, review the response and booking process. Use the free follow-up scripts to give reception a consistent next step.
If bookings are healthy but attendance is weak, review confirmations, reminders and how easily people can reschedule. If patients attend but collected revenue is low, check what has actually been paid before increasing marketing spend.
- Use one definition of a new patient across every source.
- Keep the observation date visible when comparing cohorts.
- Record ad spend and management fees separately.
- Compare similar periods before calling a change growth.
Know what it costs
The sheet has columns for the acquisition spending assigned to a cohort: advertising, management and any allocated setup costs. Use a documented allocation rule and include each cost once. Divide the total by that cohort's new paying patients to find the recorded acquisition cost. When there are no paying patients, leave that calculation blank rather than dividing by zero.
Collected revenue is not profit. Your staff, supplies and other delivery costs still need paying. Read what a new patient should cost your clinic before setting a budget. This tracker records what happened; it does not predict returns or promise results.
Want a better website for your clinic? Get your free audit