The 2026 Ortho Team Toolkit for Practice Success

As 2025 winds down, it’s the perfect time to assess your orthodontic practice’s performance and plan for a strong start to 2026. In partnership with Straight Consulting, the 2026 Ortho Team Success Toolkit will help you track key metrics, set SMART goals, and align your team for growth.

Whether you joined the Metrics, Mindset & Momentum for 2026 webinar or are diving in on your own, this checklist can help you prepare your team for a confident start to the new year.

2025 Year-End Metrics Tracker

Start by evaluating your 2025 performance. These core metrics highlight your profitability, efficiency, and conversion trends heading into the new year.

☐ Review Net Production Growth and Net Collections – Target 5+% year-over-year

☐ Confirm Production-to-Collection Ratio is 5-20% higher

☐ Audit Exam-to-Call Conversion – Goal ≥ 90%

☐ Check Exam-to-Start Conversion – Goal ≥ 80%

☐ Calculate Value per Visit (VPV) – Target ≥ $310; benchmark

☐ Review Observation-to-Start Conversion – Goal 25+%

Conversion and Observation Optimization Quick Wins

Plug front-end leaks and reactivate high-value observation patients before year-end to finish strong and boost conversion.

☐ Assign a dedicated New Patient Coordinator to manage calls, exams, and starts

☐ Audit your call handling process – use 3 call recordings for coaching

☐ Implement AI or after-hours call capture to prevent lost leads during evenings/weekends

☐ Create a Q4 Observation Reactivation Campaign targeting 15+ patients not seen in last 12 months

☐ Offer financial flexibility (lower down payments, 3rd-party financing) to increase case acceptance

☐ Track and celebrate same-day starts weekly to encourage team momentum

Straight Coaching insight: Every 1% lift in conversion = ~$20K in annual revenue!

2026 SMART Goal Template

Translate your data review into structured, measurable goals for your next growth phase.

Define specific goals for key metrics:

• All-to-exam
• Exam-to-start
• OBS conversion
• Value per Visit

☐ Make goals Measurable by assigning numeric benchmarks and quarterly targets

☐ Ensure each goal is Achievable – small, consistent improvement beats perfection

☐ Keep goals Relevant – align them with practice vision (adult growth, efficiency, culture)

☐ Set Time-bound milestones (monthly and quarterly)

☐ Post your 2026 KPI dashboard in team areas for visual accountability

Team Accountability and Alignment Dashboard

Create a culture of ownership, transparency, and shared wins by turning metrics into daily habits.

☐ Hold weekly 15-minute “Metric Huddles” reviewing KPIs, wins, and action steps

☐ Assign department ownership: TC tracks conversions, scheduling tracks call ratios, clinical tracks efficiency

☐ Implement scorecards by role to measure impact and progress visually

☐ Integrate Tops Analytics reports or Gaidge dashboards into morning huddles

☐ Review team compensation or incentives tied to growth or efficiency goals

☐ Schedule a 2026 Kickoff Meeting by January 10th to unify the team under shared metrics

AI, Automation, and Operational Efficiency

Leverage technology to improve workflow efficiency and enhance the patient experience.

☐ Use AI call capture tools to book new patient exams 24/7

☐ Automate observation and recall reminders with SMS + email sequences

☐ Review chair utilization reports to identify scheduling inefficiencies & use AI dictation tools to save time charting or correspondence

☐ Use digital monitoring to reduce in-office visits and increase value per visit

☐ Analyze marketing ROI from online and referral channels to refine spend

☐ Document standard operating procedures (SOPs) for repeatable consistency