Track source through treatment decision
Each row should connect source, landing page, treatment interest, qualified status, booked consult, show status, treatment proposed, accepted value, and rejection reason.
Accepted-case tracker
Accepted-Case Tracking Sheet Template
Use this when the clinic needs to know which campaigns create real treatment value, not just inquiries or booked appointments.
Benchmarks are planning ranges and should be validated against each clinic's market, offer, follow-up speed, and treatment economics.
Separate implant and veneer economics
Single implant, full-arch, dentures, veneers, bonding, and smile makeover inquiries should not be blended into one lead-quality average.
Use rejection reasons as marketing data
Price friction, no-show, wrong treatment, unrealistic expectation, poor location fit, and trust gaps should shape the next creative, page, or follow-up fix.
Tracking sheet fields
| Field | Why it matters | Example |
|---|---|---|
| Source | Shows which channel created the opportunity | Google Ads, Meta, SEO, GBP |
| Qualified opportunity | Separates useful demand from raw forms | Yes, no, nurture, weak fit |
| Consult and show status | Measures follow-up and commitment | Booked, showed, no-show, rescheduled |
| Treatment proposed | Connects marketing to clinical value | Full-arch, single implant, veneers |
| Accepted value or rejection reason | Shows ROI and friction | $18,000 accepted or price-only declined |
FAQs
Who should maintain the tracking sheet?
Usually the treatment coordinator or office manager, with weekly review from the owner and marketing lead.
How often should accepted cases be reviewed?
Weekly during active campaigns and monthly when campaigns are stable.