Specimen — a fictional practice built by NextGen Practice Solutions
Proof · The deliverable
Sample Practice Scan
Every Practice Scan ends in a seven-page report. This is one, rendered in full for a fictional practice, so you can see the document before you sit for the interview.
Illustrative scores for a fictional practice. Your Scan is scored from your own answers and the public record.
Page 1 of 7 · CoverSeptember 2026
Specimen — a fictional practice built by NextGen Practice Solutions
Persona demonstration — cosmetic and elective
Halden Cosmetic Dentistry
Persona
Cosmetic and elective · a coastal suburb
Scan date
September 2026
Prepared by
NextGen Practice Solutions
Dollar leak
Dollar-leak estimate — Not shown for a fictional practice
Composite scoreRevenue Leaking
Page 2 of 7 · Executive summary
Where the practice stands
Halden Cosmetic Dentistry scores 54 of 100 — Revenue Leaking. The practice is findable and its operations hold: Marketing and Operations sit above the national average and within reach of the top decile. The leak is downstream of the click.
Three gaps account for most of the distance. Speed-to-Lead (38) — enquiries wait, elective patients do not; it is the lowest score on the card and the only category below the national average. KPIs & Tech (41) — the practice cannot see its own funnel, so every other number in this report is a reading of the record rather than of the books. Team & Culture (52) — the front desk has no script and no cadence for the conversation that turns a veneer consult into a signed case.
The first work order is Capture Infrastructure: Phone capture and speed-to-lead, Follow-up system, and Conversion tracking — the loop from enquiry to booked case, closed before a campaign runs. None of it is an ad dollar. All of it precedes one.
Page 3 of 7 · Category scorecard
Six categories, one benchmark
Scored 0–100 against the national average and the top ten percent. Colour is the band.
Category scores against national average and top ten percent
Category
Yours
National average
Top 10%
Marketing
61Solid Foundation
38
74
Speed-to-Lead
38Critical Gaps
41
78
Case Acceptance
57Revenue Leaking
44
81
Operations
66Solid Foundation
49
82
Team & Culture
52Revenue Leaking
42
71
KPIs & Tech
41Revenue Leaking
35
69
Practice Leader ≥ 80
Solid Foundation ≥ 60
Revenue Leaking ≥ 40
Critical Gaps < 40
Page 4 of 7 · Gap deep-dive
Gap deep-dive
The three lowest categories. Each names the gap, the mechanism by which it costs the practice, the first work order, and the engine that closes it — with that engine's status as canon records it.
Gap 1 of 538 Critical Gaps
Speed-to-Lead
The gap
After-hours enquiries reach voicemail and wait for a morning callback. Web forms land in an inbox nobody owns. No missed-call text-back on the published number.
What it costs
An elective patient enquires at three practices in one sitting. The first to answer books the consult; the others get the polite no. Every hour of silence hands the case to whoever answered.
First work order
Missed-call text-back on the published number, speed-to-lead on every form, and a triage that routes a veneer enquiry differently from a hygiene one — installed in Foundation, before any campaign runs.
Closed by
Engine 9 · Capture InfrastructureShipped
Phone capture and speed-to-leadShippedRuns on its own
Missed-call text-back and speed-to-lead workflows running in the practice's automation platform; specs and live pulls versioned in the repo
Follow-up systemShippedRuns on its own
Triage, booking, confirmation and no-show recovery; the front-desk call sheet is the Twin console's Today view
Gap 2 of 541 Revenue Leaking
KPIs & Tech
The gap
No conversion tracking on the site. Call sources unknown. The practice-management system holds production, but nothing links a booked case back to the enquiry that started it.
What it costs
Without a closed loop, spend is judged on clicks and calls, not on booked cases. The wrong campaign gets scaled, the right one gets cut, and nobody can tell which was which.
First work order
Container, analytics, ads tag, consent mode and an event allowlist on the site; offline conversions uploaded from booked outcomes, so paid search is bid on Booked, never on clicks.
Closed by
Engine 9 · Capture InfrastructureShipped
Conversion trackingShipped
Live at the first practice: container, analytics, ads tag, consent mode, event allowlist; offline conversions uploaded from booked outcomes
Engine 1 · Paid MediaShipped
Google Search and Performance MaxShipped
Live at the first practice with offline conversion upload; impression share pulled weekly and committed as a reviewed dataset
Gap 3 of 552 Revenue Leaking
Team & Culture
The gap
The front desk treats the phone as a scheduling task, not a sales conversation. No shared script for the consult call, no weekly look at the pipeline, no owner for follow-up.
What it costs
Every engine upstream delivers an enquiry to a person. When that person has no script and no cadence, the system leaks at the last step — and the leak reads as a marketing problem when it is a training one.
First work order
Case-presentation training moved into Fill, ahead of first campaigns; a front-desk call sheet the team works every morning; one owner for every open enquiry.
Closed by
Practice AcademyBuilt · not yet proven
Academy and staff trainingBuilt · not yet proven
About 6 of roughly 65 modules live
Page 5 of 7 · Gap deep-dive
Gap deep-dive, continued
The next two. Smaller gaps, same discipline.
Gap 4 of 557 Revenue Leaking
Case Acceptance
The gap
Consults end with a fee and a brochure. Deferred cases have no path back. Plans over a threshold go unsigned and untracked.
What it costs
A cosmetic practice lives on the yes. Each unsigned smile design is a consult already paid for — chair time, the doctor's hour, the marketing that produced it — with nothing on the schedule to show for it.
First work order
Three in-room packets per procedure — pre-treatment, after-treatment, deferral — in the practice's own brand; a chairside narrative the doctor presents from; a nurture for the unsigned case that starts the day the patient leaves.
Closed by
Engine 4 · Owned MediaShipped
In-room collateral setShipped
Three packets per procedure — pre-treatment, after-treatment, deferral — plus new-patient forms and policies, in the practice's own brand
Narrative chairside presentationBuilt · not yet proven
Near-MVP; pending a full pilot before it is sold as finished
Unsigned case recoveryBuilt · not yet provenRuns on its own
A procedure-specific nurture live at the first practice; the general mechanism not yet proven across procedures
Gap 5 of 561 Solid Foundation
Marketing
The gap
Findable and above average, with the top decile in reach. Two phone numbers in circulation across listings; no procedure content for the elective work the practice wants to be known for; paid search judged on clicks.
What it costs
A listing with the wrong number sends a ready patient to a line nobody answers. A search result with no procedure page loses the veneer query to the practice that wrote one.
First work order
Listings rebuilt to one published number, everywhere. Then paid search scaled only against booked outcomes, once the five hard gates pass.
Closed by
Engine 2 · Local Search & ListingsShipped
Listings and NAP rebuildShipped
The first practice rebuilt to one public number after three were found in circulation; the zip-and-phone discipline is now a build gate
Educational content and local SEO radiusBuilt · not yet proven
Unverified — no evidence either way yet
Engine 1 · Paid MediaShipped
Google Search and Performance MaxShipped
Live at the first practice with offline conversion upload; impression share pulled weekly and committed as a reviewed dataset
Page 6 of 7 · Practice profile
Four pillars, six categories
Each category rolls up to the pillar that owns it. The Academy owns none of the six patient moments — it acts on the team that runs all of them.
Practice Growth
How new patients find you and reach out.
Marketing61
Practice Management
How they book, and how they show up.
Speed-to-Lead38
Operations66
Practice Development
How they say yes, and how they come back.
Case Acceptance57
KPIs & Tech41
Practice Academy
The axle. Acts on the team that runs all six moments; owns no patient-journey phase.
Team & Culture52
Page 7 of 7 · Benchmark table and next steps
Thirteen metrics, and what follows
The full report closes with a thirteen-metric industry benchmark table. Its Yours column reads Not tracked wherever the practice does not measure the metric. We never invent your value. An empty cell is the argument for closing it; a number nobody verified would be worth less than the blank.
Next steps · after the report
Commit. The Practice Audit — owner-stated numbers verified against your own exports; the baseline locked; the install scoped
We scope it together.
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