5 Ways Metrics Can Help You Hire Your Ideal Staff

High turnover at your front desk (or anywhere else in your clinic) can disrupt your workflow, create burdensome costs and distract from your practice’s core mission: to treat as many patients as you can, all with the highest level of care.

Every PT practice needs a process for recruiting, qualifying and hiring new employees. Too often though, practice owners and managers approach hiring without a system to guide them to their best outcomes. That’s too bad, because the often-chaotic and emotionally charged hiring process can benefit tremendously from financial and operational data. These metrics can help you better prepare to recruit and identify candidates, add substance and clarity to the qualifying process, and back up your financial capacity for bringing on new hires. Plus, a practice that effectively employs metrics to support and inform staff is more likely to retain great employees—which means you’ll be hiring less often.

Here are 5 ways metrics can make hiring easier and more successful for your outpatient clinic

Metrics can help you recruit at the right time

Do you need a bigger staff? Or do you need to direct resources toward helping your existing staff work more effectively? For a lot of practice owners, it can feel really tough to tell. Performance metrics work to cut through the clutter, helping you tell the difference between a practice that’s at full capacity (or beyond), and a practice that could benefit from coaching and training to improve productivity. A practice without systems—including a system of tracking information through metrics—is often one where employees’ potential and productivity are under-utilized.

Performance metrics help you develop a clear picture of individual and collective productivity in your practice. They tell you when you’re running below, at, or above capacity.

You get objective information that tells you whether you need to expand staff, or work with your existing team to implement systems that enable everyone work to their full potential.

Metrics can help you assess your financial capacity to hire

Without tracking and analyzing finances, it’s virtually impossible to accurately gauge the financial impact of adding to your staff and analyze the benefits against the costs of expansion. Financial metrics including operating expenses, revenue per therapist, units per hour per therapist, and costs and revenue per visit provide the foundation for a detailed, real-time cost-benefit analysis of expanding your clinical or administrative staff. Beginning your hiring process with this data in hand ensures you’ll start the hiring process with a data-driven, evidence-based assessment of the full costs of any new hire—and the additional net revenue you expect that new hire to bring in.

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Metrics can help identify your goals and expectations

When I’m coaching PT owners through the development of a hiring strategy, I tell them; share with candidates the story of your practice—your vision, your goals, and your expectations for the staff roles in your clinic. Before you can share that story though, you need to know what that story is.

Your practice metrics provide a constant, highly relevant stream of data about your clinic’s operations.

  • Capacity and visits tell you your utilization—the core measure of your practice’s clinical productivity.
  • Cancellation and vacancy rates let you know how effectively your scheduling system works and how your team is selling the plan of care.
  • Patient balance collection, A/R, and denial rates show you the strengths and weaknesses in your billing.

Practice owners can use this data to set specific goals and establish clear expectations for every job within your organization. Heading into the hiring process with goals and expectations clearly defined, you’re more likely to know who among your prospects best meets your needs.

Metrics can help you see your ideal candidates

One of the wonderful things about metrics? They can’t be swayed by our perception, whether its wishful thinking or denial. The objective data that metrics provide about your current team contribute to a more detailed, fully-realized picture of the skills and attributes of the professionals most likely to succeed in your organization. No two clinics are alike. Your metrics belong to you alone, and they help you tell the most specific story about your practice. With that specific story in hand, you’re in a stronger position to recognize the right-fit candidate when you see them.

Metrics keep a happy, high-performing team in place

This is a lasting benefit of metrics that extends well beyond the process of hiring itself. Integrating process to track and report data to your team creates a more stable, transparent and productive workplace. Employees know what is expected of them, how they are performing and how to address problems that arise along the path to meeting goals. They also get the specific support and coaching they need to be successful. Owners get accountability, in-depth knowledge of operations and performance, and an objective platform from which they can reward achievement and address challenges constructively.

Do you wonder whether it’s time to expand your practice? Many of the owners I talk with are in limbo, wanting to expand but worried they don’t have the patient base or the referral stream to go bigger. Increasing referrals and reaching more patients is what I talk about in my guide, 3 Simple Things That Will Get You More Patients and Make You More Money Right Now.Don’t miss it to learn more about this topic and understand how to best grow your practice.


Jamey Schrier, PT

Founder, Practice Freedom U

Dr. Jamey Schrier is a physical therapist and founder of Practice Freedom U, which teaches practice owners how to grow and scale their business so they can prosper in and out of the clinic.

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