$1M Admissions Leak Calculator • a private admissions review

Where are people getting stuck before admission?

Start with your average monthly inquiries and admissions. See what may be keeping your census below goal—and what your admissions team can work on first.

Works for detox, residential, PHP & IOP Planning targets you can adjust Private and offline

01 • YOUR CENTER

Your center at a glance

About your center

Treatment center name optional Level of care How do most patients pay?

Your beds & current census

Total staffed beds* Current census* Average length of stay (LOS) optional

days

A typical month in admissions Monthly averages are fine.

Use a typical month, or average the same recent months for every number below. For inquiries, count each person seeking treatment once—including family calls and referrals—not every repeat call. Review one level of care at a time.

“Potential fit” means your admissions team believes your program may meet their needs. A completed clinical assessment and insurance verification may still be needed. VOB = verification of benefits. If only some patients need a VOB, review that group separately so the numbers follow the same steps.

We do not have a separate VOB step We do not have a separate assessment step

Average monthly inquiries * Of those, a potential fit for your program * VOBs completed per month * Assessments completed per month * Average monthly admissions * Total admissions calls per month optional Missed admissions calls per month optional Average time to respond to an inquiry optional

min

For call-answer rate, use all incoming admissions calls and missed calls from the same hours and phone system, including repeat attempts. Keep billing and existing-patient calls out. “Missed” means not answered live, even if called back later.

Marketing spend & collections

Monthly marketing spend optional

Average revenue collected per admission preferred

Average monthly revenue collected per patient alternative

Use what your center expects to collect, not what it bills. Enter collections per admission, or monthly collections per patient plus average length of stay. We use a 30-day month. All amounts are in USD. Your numbers clear on refresh; save the report before closing.

02 • YOUR ADMISSIONS REVIEW

Admissions Leak Review

Monthly overview

WHERE TO FOCUS FIRST

—

POSSIBLE EXTRA REVENUE / MONTH

— per month · estimate

GAP TO YOUR CENSUS GOAL

— to your planning goal

POSSIBLE EXTRA ADMISSIONS / MONTH

— planning estimate

FROM FIRST INQUIRY TO ADMISSION

Where admissions may be getting held up

How many people move to the next step, compared with the planning targets you set.

These percentages compare the monthly numbers you entered. A missed call does not necessarily mean a missed admission. Steps your center does not use are left out.

KPI guide: your results, targets & definitionsKPI simply means a number you check to see how things are going.

BEFORE YOU INCREASE MARKETING SPEND

Check the basics first

We checked at least four weeks of results and followed the same people through to their final admission outcome. Billing or finance confirmed that collections cover care costs, marketing, and the margin we need. The clinical and operations teams confirmed staffed space and coverage for more inquiries. We reviewed these starting targets against our program, payer mix, and own results.

These are your confirmations, not independent verification. Matching KPIs alone does not prove that more advertising will bring suitable admissions.

MARKETING SPEND & COLLECTIONS

Admission costs & ratios

CENSUS

Room to care for more people

A PRACTICAL STARTING PLAN

Your next 30 days

One priority. Clear responsibility. Weekly results.

What else to check & how we worked this out

DISCUSS WITH YOUR TEAM

A simple way to talk about it

BEFORE YOU MAKE A DECISION