Most multi-location optometry owners run the group from a stack of reports that never quite line up — capture rate from one export, collections from another, utilization from a third, each per location and none on the same page. The executive scorecard is the fix: one screen with every pillar's headline metric, one row per location, so the strong sites and the struggling ones are obvious at a glance. It's the owner's weekly standing view of the whole business.
What this dashboard answers
The Owner Scorecard page is an executive matrix with one row per location and a column for every pillar headline — net revenue, optical capture rate, revenue per exam, gross margin rate, chair/lane utilization, net collection rate, and annual return rate — topped by group-total KPI cards and bars ranking revenue and capture by location. The Pillar Comparison page lines up the rate-based metrics side by side — utilization, margin, collection, and return rate by location — with a 100% stacked revenue-component bar and group-level KPI cards, so the gap between the best and worst site on each dimension stands out.
The metrics that matter
Every metric on the scorecard is a rate built as a sum over a sum — capture rate, revenue per exam, gross margin, utilization, collection rate, return rate — which is deliberate: rate-based measures let a large metro location and a small rural one be compared on the same footing, where raw totals would just rank by size. Net revenue is the one absolute, included so the rates have scale. Together they cover the whole practice: capture and revenue per exam (are we converting and earning per visit), margin (is the optical profitable), utilization (is capacity used), collection (are we getting paid), and return rate (are patients coming back).
Why the data is trapped across the systems
This is the report that most exposes the two-system problem, because it pulls from all of them at once. Capture rate and revenue per exam need the EHR exam side joined to the optical POS; margin needs POS sales and cost; utilization needs the scheduler; collection needs the claims module; return rate needs the recall list. Across RevolutionEHR, Eyefinity/OfficeMate, Compulink, Crystal PM, Acuitas (Ocuco), and the optical POS, no single system holds the whole picture — which is exactly why owners normally can't see all of it together, and why a model that stitches the sources is what makes the scorecard possible.
How to read it
Read down the matrix to see each location's profile, then read across each metric to find the outliers — the one site lagging the others on a single measure is a targeted, coachable fix rather than a group-wide initiative. The gap between the best and worst location on capture rate or collection is usually the single biggest, most addressable opportunity in the group. The scorecard's job is to tell you which deeper report to open next. The sample uses fully synthetic per-location data with no real practice names, so nothing identifying appears.
Metrics it tracks
| Metric | What it means |
|---|---|
| Net Revenue | Exam, optical, and contact-lens revenue collected, per location. |
| Optical Capture Rate | Captured exams divided by Rx-issued exams, per location (a SUM-over-SUM ratio). |
| Revenue per Exam | Net revenue divided by exam count, per location (SUM over SUM). |
| Gross Margin Rate | Optical margin dollars divided by optical sales, per location (SUM over SUM). |
| Chair/Lane Utilization | Booked minutes divided by available lane minutes, per location (SUM over SUM). |
| Annual Return Rate | Returned patients divided by recall-due patients, per location (SUM over SUM). |
Used by: Owner-optometrists of multi-location eyecare groups
Frequently asked questions
What KPIs should a multi-location optometry owner track weekly?
The headline set spans every pillar: net revenue and revenue per exam (earning), optical capture rate (conversion), gross margin rate (optical profitability), chair/lane utilization (capacity), net collection rate (revenue cycle), and annual return rate (retention). The scorecard puts all of them on one screen, one row per location.
How should I compare locations of different sizes fairly?
Use the rate-based metrics — capture rate, revenue per exam, margin rate, utilization, collection rate, return rate — rather than raw totals, so a large metro site and a small rural one sit on the same footing. The scorecard is built around these ratios for exactly that reason, with net revenue included only to give the rates scale.
Can I build this on my own multi-location data?
Yes. Export a per-location summary (or your raw data) from your EHR/PM and optical POS, and use this as a template — we model it into a Power BI report you open in Power BI Desktop. The sample is fully synthetic, so there's no real practice or patient information here.
Build this report on your own data
Clone this Optometry & optical template — describe it and we’ll generate sample data so you can try it free, or upload your own export. You get a fully modeled, branded Power BI project that opens in Power BI Desktop.
Use this as a template →