What are the key KPIs founders must monitor weekly

Focus weekly on revenue growth rate, contribution margin, CAC, ARPV, and cash runway Monitor REVENUE 1Y and REVENUE 2Y trends to validate growth, compare contribution margin to your 75% imaging target, and ensure runway doesn't approach the Minimum Cash Month Jan-27 Weekly checks catch issues before they become structural problems

How often should I recalculate cash runway and minimum cash

Recalculate cash runway at least monthly and after any large cash event Use monthly fixed expenses plus projected variable costs to update runway, watch Minimum Cash of -$1,751,000 and monitor through Jan-27 as a milestone Update sooner after capex like CT purchases or major corporate contract changes

What is a good payback period for CAC in diagnostics

A good CAC payback period is as short as possible and measured in months until contribution margin breakeven Compare CAC payback to revenue milestones such as REVENUE 1Y and REVENUE 2Y, and prioritize channels with fastest payback to protect runway and improve ROE

Do I need separate KPIs for corporate contracts versus direct consumers

Yes you need separate KPIs for corporate contracts and DTC channels Track revenue mix across Core Screening, Annual Subscriptions, and Corporate Executive Contracts to compare margins and cash timing, and align sales and fulfillment metrics to projected REVENUE 2Y and REVENUE 3Y targets

What financial metric shows if we reached breakeven

Breakeven is indicated when EBITDA turns positive and net operating cash flow covers fixed costs Monitor EBITDA across years the model shows breakeven in Year 2 where EBITDA moves from negative to positive, and confirm against monthly contribution margin coverage of fixed expenses

outpatient clinic preventative screening - 5Y $20,150,000 revenue, 2Y breakeven

You're running an outpatient clinic; track five KPIs: revenue growth, contribution margin per package, CAC, ARPV, and cash runway tied to -$1,751,000 Minimum Cash and Jan‑27. Use REVENUE 1Y $2,550,000, REVENUE 2Y $6,850,000 (Year 2 breakeven) and REVENUE 5Y $20,150,000 to test CAC payback and the 75% margin target.

5 KPI & Metrics for Outpatient Clinic Success: What Should We Track?

#	KPI Metric	Description
1	Revenue Growth Rate	Monthly and annual percentage change in total revenue, indicating market fit and sales momentum.
2	Contribution Margin per Package	Revenue minus direct imaging and interpretation costs per package, guiding pricing and profitability decisions.
3	Customer Acquisition Cost (CAC)	Total marketing and referral spend divided by new customers, measuring acquisition efficiency and scalability.
4	Average Revenue per Visit (ARPV)	Average revenue per appointment including add-ons and memberships, used to forecast and increase revenue.
5	Cash Runway and Minimum Cash	Cash balance versus monthly net burn to project runway and flag minimum cash thresholds.

Key Takeaways

Track monthly and annual revenue growth versus targets
Calculate contribution margin per package including outsourced costs
Measure CAC payback months by channel under contribution margin
Recalculate cash runway monthly and after major cash events

What Are The 5 Must-Track KPIs?

You're running an outpatient clinic-track five KPIs to see if revenue, margins, marketing, and cash are actually working and keep reading for the exact metrics. Focus on month-over-month and year-over-year revenue growth rate, contribution margin per package, customer acquisition cost (CAC) by channel versus lifetime value, average revenue per visit (ARPV) including add-ons and subscriptions, and cash runway tied to minimum cash and burn. Check operating cost drivers here What Operating Costs Outpatient Clinics Incur?.

Five must-track clinic KPIs

Revenue Growth Rate - track MoM and YoY performance and segment by screening, memberships, corporate contracts.
Contribution Margin per package - include imaging, interpretation, outsourced lab and teleradiology fees to spot margin leakage.
Customer Acquisition Cost (CAC) - measure by channel, compare to ARPV and CAC payback period to protect runway.
Average Revenue per Visit (ARPV) - include base package, add-ons, and subscription conversion to forecast revenue.
Cash Runway - monitor monthly cash burn vs cash balance and minimum cash to flag the Minimum Cash Month and shortfalls.

What Numbers Tell You If You're Actually Making Money?

You're checking whether the outpatient clinic is actually profitable: focus on EBITDA trajectory, contribution margin percent, fixed cost coverage, net operating cash flow, and revenue versus COGS by package - keep reading to act fast. If you need the business plan context, see How to Write a Business Plan for an Outpatient Clinic?. This will defintely expose margin leaks and cash timing risks. Watch these five numbers weekly to spot trouble early.

Profit diagnostics to track

EBITDA trajectory - profit/loss trends across projected years (shows breakeven path).
Contribution margin percent - core screening packages vs 75% target (include teleradiology & outsourced lab fees).
Fixed cost coverage months - months of rent + salaries covered by gross profit; compare to revenue vs COGS and variable expenses by package.
Net operating cash flow - actual cash after ops showing runway toward Minimum Cash Month Jan-27 and Minimum Cash -$1,751,000.

Which KPI Predicts Cash Flow Problems Early?

Monthly cash burn versus cash balance is the earliest clinic KPI that flags trouble, and you should check it before every board update; read How Profitable Outpatient Clinics Really Are? to see runway context. Track receivable days from third-party and corporate contracts, revenue concentration by top customers, and timing of capex against reserves. Watch the Minimum Cash Month (Jan-27) and the Minimum Cash level as a hard trigger for action. Here's the quick list to monitor weekly to protect cash runway and spot cash burn rate spikes.

Early-warning KPIs for cash

Monthly cash burn vs cash balance trend
Receivable days from corporate/third-party payers
Revenue concentration by top contracts
Capex timing vs cash runway (watch Jan-27)

Which KPI Shows If Marketing Is Paying Off?

Track customer acquisition cost (CAC) by campaign against average revenue per visit (ARPV) and CAC payback months to know if marketing is profitable and scalable. Also watch conversion rates from paid traffic to booked appointments and completed screens, and check the marketing-driven repeat purchase or subscription uptake within 12 months - see How Profitable Outpatient Clinics Really Are? for the broader model. Measure CAC trend versus digital marketing spend as an early-warning; (defintely watch CAC payback period to contribution margin breakeven).

Marketing KPI checklist

Compare CAC by campaign to ARPV
Track paid→booked→completed conversion rate
Monitor repeat/subscription uptake within 12 months
Calculate CAC payback months to contribution margin breakeven

What KPI Do Most New Owners Ignore Until It's Too Late?

You're likely watching top-line growth but missing the profit leaks that kill clinics-read on to fix that fast. New owners often overlook contribution margin per package, capacity utilization, and timing gaps in corporate billing. These are core clinic KPIs for outpatient clinic survival and tie directly to cash runway and EBITDA trajectory. See operating cost details here: What Operating Costs Outpatient Clinics Incur?

Track the leak points

Measure contribution margin leakage from outsourced lab and teleradiology fees
Track scanner capacity utilization versus scheduled slots
Calculate effective hourly revenue per scanner after downtime
Monitor revenue concentration and receivable days for corporate contracts

What Are 5 Core KPIs Should Track?

KPI 1: Revenue Growth Rate

Definition

Revenue Growth Rate measures the percentage change in total clinic revenue over a period (monthly or annual). It shows whether your outpatient clinic is scaling, which segments (Core Screening, Memberships, Corporate Contracts) drive growth, and if you're hitting projected milestones like $2,550,000 in Year 1 and $6,850,000 in Year 2.

Advantages

Quantifies scale: shows month-over-month and year-over-year momentum.
Detects product-market fit: acceleration months flag successful offerings.
Guides resource planning: links revenue targets to hiring and capex.

Disadvantages

Can mask margin issues: growth with falling contribution margin is risky.
Seasonality skews short-term rates if not cohort-adjusted.
Doesn't show cash timing: revenue booked vs. cash collected differ.

Industry Benchmarks

For this outpatient clinic model, the plan implies a ~168.6% Year‑over‑Year growth from $2,550,000 to $6,850,000 (Year 1 → Year 2), which equals about a +8.6% compound monthly growth rate. Benchmarks matter: early-stage diagnostic clinics often target >50% YoY in years 1-2 to validate demand, while mature clinics expect single‑digit annual growth.

How To Improve

Segment revenue by Core Screening, Memberships, Corporate Contracts and push higher-margin segments.
Run cohort analysis to find channels with highest sustainable growth and double down.
Use pricing tests and bundled add-ons to lift average revenue per visit (ARPV).

How To Calculate

Revenue Growth Rate = (Current Period Revenue - Prior Period Revenue) / Prior Period Revenue

Example of Calculation

Revenue Growth Rate = (6,850,000 - 2,550,000) / 2,550,000 = 1.686 = 168.6% YoY

Tips and Trics

Track monthly and rolling 12‑month growth to smooth seasonality.
Compare growth to contribution margin per package to avoid unprofitable scale.
Set acceleration triggers: if monthly growth > +8%, review capacity and scanner utilization.
Recalculate after large corporate wins or capex; runway changes quickly-don't be surprised, be ready (defintely watch cash timing).