For an outpatient rehab clinic, referral relationships are the growth engine — and most owners couldn't tell you which sources actually drive started patients versus which just send names that never convert. This dashboard answers that, and surfaces the concentration risk hiding underneath: how much of your volume depends on a single referring relationship that could change overnight.
What this report answers
The Volume & Mix page leads with new referrals, active referring providers, new patient starts, and the referral-to-start rate, then breaks new referrals by source, trends them by week, and splits them by clinic site. The Source Value page shifts from volume to value: estimated new episode revenue, top-source concentration, estimated revenue by source, referral-to-start rate by source, and a table of the top referring providers by referral count and starts. Together they answer: where do patients come from, which sources convert, and where is the concentration risk?
The metrics that matter
Referral-to-start rate is the number that separates a productive source from a noisy one — a source sending many referrals that rarely start care is worth less than a smaller source that converts. Active referring providers measures the breadth of the network, which is the antidote to top-source concentration: when one source drives most of your referrals, a single relationship change (a surgeon retires, a hospital signs an exclusive) can swing the business. Estimated new episode revenue ties referral activity to the dollars it actually represents, which is how liaison effort gets prioritized.
Why the data is trapped across the systems
Referral source, referring provider, and the eventual plan-of-care start are recorded at different stages across the intake and clinical modules of Prompt, Raintree, Net Health / Clinicient, WebPT, TheraOffice, Jane, or Fusion — and the canned reports rarely connect a referral source to whether the patient actually started care, let alone to the episode revenue it produced. Joining source, conversion, and value into one growth view means exporting and modeling it, which is what this template does.
How to read it
Lead with referral-to-start rate by source, not raw counts, to see which relationships truly pay off, then read top-source concentration and active referring providers together to gauge dependency risk. Estimated episode revenue by source tells the liaison team where to invest. The sample uses fully synthetic, anonymized referral data — no PHI and no real provider names — so you can see the finished layout before bringing your own.
Metrics it tracks
| Metric | What it means |
|---|---|
| New Referrals | Count of new referrals received in the period. |
| Active Referring Providers | Distinct providers that sent at least one referral — the breadth of your referral network. |
| New Patient Starts | Referrals that converted into a started plan of care, via a 1/0 flag. |
| Referral-to-Start Rate | Started-care referrals ÷ referrals received — the conversion that actually counts. |
| Estimated New Episode Revenue | Projected episode revenue on referrals that started care (0 on non-starts). |
| Top-Source Concentration | Share of referrals from the top source, via a 1/0 flag — the single-relationship dependency risk. |
Used by: Clinic owner and marketing / liaison lead
Frequently asked questions
Which referral sources matter most for an outpatient rehab clinic?
It varies by market, but ortho surgeons, primary care, specialists, hospital discharge, self-referral, and workers' comp/attorney referrals all convert differently. What matters is referral-to-start rate by source, not raw volume — a source sending many referrals that rarely start care is worth less than a smaller, higher-converting one.
What is referral concentration risk?
It's the exposure created when a large share of your referrals depends on a single source or provider. If that relationship changes — a surgeon retires, a hospital signs an exclusive, a practice is acquired — the impact is outsized. Tracking top-source concentration and the count of active referring providers is how a clinic sees and manages that risk.
How is this different from the referral-to-eval funnel report?
The intake funnel measures the internal speed and conversion of referrals through scheduling and evaluation. This report measures the external growth picture — which sources and providers drive volume, how well each converts to started care, and the revenue and concentration risk behind the mix. The two are most useful together.
Build this report on your own data
Clone this Rehab therapy 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.
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