Industries
GoHighLevel reporting for dental groups.
RollupFox gives multi-practice dental groups one corporate view of the lead and appointment data in each practice's GoHighLevel subaccount. It standardizes new patient bookings and treatment plans accepted so the group office can compare practices directly.
How dental groups run on GoHighLevel
Dental groups and DSOs often run each practice in its own GoHighLevel subaccount, where teams capture new patient leads and book first appointments.
Naming drifts between practices: the new patient calendar and the case-acceptance stages are labeled differently at each front desk.
RollupFox reads that CRM data and applies one corporate definition, so new patient volume and treatment plans accepted are comparable across the group.
The variation between practices is mostly in the wording. Hygiene recalls and new patient exams often sit on separate calendars, treatment coordinators track case acceptance through their own stages, and self-pay versus insured leads get tagged differently at each front desk.
RollupFox reads each practice's calendars, pipelines, and tags as they are and maps them to your group definitions. That gives the group office a clean comparison of new patient volume, show rate, and treatment plans accepted, without touching how any practice runs its schedule day to day.
For the group office, that means one comparable view of demand and case acceptance across every practice. You can see which practices fill their new patient calendars and which convert exams into accepted treatment.
Because the definitions are shared, a practice that trails the group is genuinely trailing, which turns the monthly review into a focused conversation instead of a debate about the data.
The group can also watch the whole path from a new patient lead to an accepted treatment plan, practice by practice. That shows where the funnel leaks, whether it's booking, showing, or case acceptance.
And since incomplete practices are flagged and held out of a KPI, the group number never quietly drops because one practice hadn't finished its setup.
An example corporate scorecard
A dental group roll-up typically tracks the KPIs below.
| KPI | Counts from in GoHighLevel |
|---|---|
| New patient leads | Contacts created in the period |
| New patient appointments booked | Appointments on the new-patient calendar |
| Show rate | Appointments marked showed vs booked |
| No-shows | Appointments marked no-show |
| Treatment plans accepted | Opportunities in the plan-accepted stage |
| Lead source | Source field and source tags on contacts |
Illustrative scorecard. Practices and the group office agree on definitions.
One new-patient KPI, three practice names
Three practices book the same first visit under different calendar names (illustrative):
| Location | New patient calendar |
|---|---|
| Practice A | New Patient Exam |
| Practice B | NP Visit |
| Practice C | Comprehensive Exam |
Define New Patient Appointments Booked once. RollupFox matches the closest names and flags the practice that diverges. A single override resolves it, and the group sees one comparable new patient number per practice.
Trusted totals across practices
Each KPI shows how many practices are included, and a practice counts only after its mapping is matched or overridden.
A practice that hasn't mapped its new patient calendar is flagged and excluded from that KPI until resolved, so the group total isn't understated by a false zero.
Who uses it
Group marketing leads
See which practices and lead sources produce booked new patient appointments.
Operations directors
Spot practices with low show rates or weak case acceptance before month end.
Frequently asked questions
Does RollupFox store patient health records?
No. RollupFox reads CRM data such as contacts, tags, appointments, and opportunity stages from GoHighLevel. It does not read or store clinical or health records.
How do we compare new patient show rate across practices?
RollupFox counts new patient appointments booked on each practice's calendar and the share marked showed, so show rate is comparable across the group.
Can we track treatment plans accepted network-wide?
Yes. Treatment plans accepted count from opportunities in the plan-accepted stage in each practice, rolled into one group total.