207 - The KPIs Every Therapy Practice Should Be Tracking (But Usually Isn’t)
From Private Practice Elevation with Daniel Fava by Daniel Fava
May 25, 2026 · 35 min
About this episode
Daniel Fava discusses essential KPIs for therapy practices with guest Madeline Larsen, emphasizing the importance of data in business decision-making.
Most practice owners run their business on instinct. But when you understand the right numbers—like retention, utilization, and revenue per session—you stop guessing and start growing with intention. In this episode, Daniel sits down with Madeline Larsen, co-founder of PracticeVital, to talk about the KPIs every therapy practice should be tracking (but usually isn't). Madeline and her team help hundreds of group practices turn their EHR data into clear, actionable insights. She breaks down which metrics actually matter, why retention is often the first red flag to watch for, and how to use data without drowning in spreadsheets. If you've ever felt like more marketing should be solving your growth problems—but isn't—this episode will help you figure out what's really happening inside your practice. Key Takeaways: Therapists often become business owners without formal training in operations or analytics Data helps practice owners move from gut decisions to informed decisions Retention is often the first "red flag" metric to investigate Low retention acts like a "leaky bucket"—clients come in but quickly drop out Utilization rates help determine whether it's time to increase…
People in this episode
Host: Daniel Fava
Guest: Madeline Larsen
Topics covered
- KPIs
- therapy practice
- business growth
- data analytics
- client retention
- marketing strategies
Keywords
- KPIs
- therapy practice
- retention
- utilization
- revenue per session
- data insights
- marketing
Mentioned in this episode
Organizations: PracticeVital
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