Octane Executive Dashboard

AI Morning Briefing Generated 6:02 AM · 12 sources

August is pacing +14.2% ahead of July, but PT capacity is the ceiling — and it's been pinned above 90% for six straight weeks.

Demand is up and converting. New patients +18% quarter over quarter, driven almost entirely by baseball arm-care search in the north-west suburbs.
The schedule is the constraint. New-eval wait has gone 4.2 → 9.6 days since June, and 22 requests last month never got booked at all.
Recovery and cages have the opposite problem. Plenty of open capacity outside peak — Saturday afternoons are running at 31%.

Two decisions this week

Start recruiting a fourth PT — 10–14 weeks to productive, so it has to start now.
Put something in Saturday afternoons — team rentals are the fastest fill.

Read the full briefing

New-patient demand is up 18% quarter over quarter, driven almost entirely by baseball arm-care search in the north-west suburbs. The clinic is converting that demand well, but the schedule can't absorb more of it: average wait for a new evaluation has more than doubled since June, and 22 requests last month never got booked. Recovery and cages have the opposite problem — plenty of open capacity outside peak hours. The two moves that matter this week are starting the recruit for a fourth PT, and putting something into Saturday afternoons.

Prompt EMR Mindbody Stripe QuickBooks Google Ads / GA4 Skedda (cages)

Today at a glance

What the AI is flagging

Revenue by week — all service lines

Rolling 12 weeks, in dollars.

Weekly revenue 4-week trailing average

Revenue mix — month to date

Where the $187,420 came from.

Provider capacity & productivity

PT schedule utilization vs. hiring trigger

Share of available PT treatment hours that are booked, by week. Octane's rule: four straight weeks at or above 85% opens a hiring req. It has now been nine.

Below trigger — room in the schedule At or above trigger 85% hiring trigger

High utilization isn't bad on its own — it means providers are busy and revenue per provider is strong. The cost of running above the trigger shows up elsewhere: new-patient wait rose 4.2 → 9.6 days, 22 requests went unbooked, and there's no slack left to absorb cancellations or acute cases.

Where the PT hours go

Booked treatment hours this week by work type, across the three PTs.

116 hours booked · 3 providers

Return-to-sport is the only category not scope-locked to a PT. Roughly 6 of those 24 hours could move to the performance coach, who is sitting at 64% utilization.

Provider scorecard

Provider	Discipline	Utilization	Visits / wk	New pts / wk	Rev / provider (MTD)	Cancel rate

AI note: Two of three PTs are above 95% utilization while the sports-performance coach sits at 64%. Roughly 6 hrs/week of return-to-sport work could shift from PT to coaching without a scope problem — that buys about three weeks before the hire has to land.

Schedule integrity

Case mix — trailing 90 days

Cases by body region

De-identified aggregate counts from the EMR. No patient-level detail leaves the system of record.

Population split

Share of all cases. The last two overlap the first three.

Referring physicians

Referral source	Specialty	Cases (90d)	QoQ	Avg visits / case	Revenue

Clinical signals

Membership & recurring revenue

Recurring revenue and member base

Last 12 months. Two measures, two scales — shown as separate plots on a shared timeline.

Monthly recurring revenue

Active members

Patient → member funnel

Trailing 90 days.

Marketing — where the next dollar goes

Channel / campaign	Spend (MTD)	Leads	Booked	Conv.	CAC	Rev / patient	ROAS

AI recommendation: Baseball-intent search in the 60004/60005/60074 ZIPs converts at 11.4% at a $61 CAC. Generic "physical therapy near me" converts at 2.1% at $284. Moving 30% of the generic budget into baseball intent is modeled at +9 new patients/month for the same spend — but hold this until the PT hire lands, or it just lengthens the wait list.

Facility utilization by hour

Every bookable hour, last 30 days

Share of capacity used across PT rooms, cages, recovery suite and open floor. Hover a cell for detail.

0% 100% Saturday 1–5 PM is the single largest block of unsold time.

Equipment & asset performance

Asset	Utilization	Sessions (30d)	Turn-aways	Revenue (30d)	Contribution margin	AI verdict

Capital decisions modeled

Connected systems

Every platform Octane buys needs one thing: a way to get the data out — a live API where possible, a scheduled export where not. Both feed the same warehouse; the API ones just arrive sooner. This is the single hard requirement when evaluating EMR, scheduling, billing and membership vendors.

How the data moves

Buy

Systems of record

Layer 1

EMR & documentation
Scheduling
Billing & claims
Memberships
Payments
Accounting
Marketing & ads

Build

Ingest & normalize

Layer 2

API pulls + webhooks
Nightly file drops
PHI stripped at the edge
Every record tagged by location
Retry / replay queue

Build

Warehouse & metrics

Layer 3

De-identified aggregates
One shared definition per metric
Full history retained
Audit log on every read

Differentiator

AI insight engine + this dashboard

Layer 4

Anomaly & trend detection
Threshold alerts (hiring, churn, capacity)
Payback / ROI modeling
Plain-English daily briefing

HIPAA / PHI posture: the EMR stays the system of record for anything patient-identifiable. This dashboard only ever receives counts, percentages and dollar figures — no names, no chart notes, no diagnosis codes tied to a person. That keeps the reporting layer out of scope for most PHI risk while still answering the business questions.

Multi-location by design: every row lands tagged with a location ID from day one. Adding Locations 2–4 is a configuration change and a new set of credentials — not a rebuild. The same briefing then runs per location and rolled up.

Day-1 data capture checklist

Data	Source system	Why capture it now	Used at launch?