Dashboard Snapshot
A quick look at where things stand right now.
Cash on Hand
EOS Quarterly Metrics
—Needs Attention
—HR
Payroll, PTO, and benefits data in one place.
Upcoming Work Anniversaries
—Flags anyone with a work anniversary in the next 30 days, and which anniversary (# of years) it is — many trigger a payroll update with Mahan & Associates, so catching these early matters. Same count also feeds the "Employee work anniversaries" measurable on Jen's Ninety Scorecard.
Licences & Certifications
—Medical licences, DEA registrations, board certifications, nursing licences and CPR. Warnings go out by email at 120, 90, 60, 30 and 7 days before expiry, and every day once something has actually lapsed. Tick “renewal in hand” to stop the reminders for that expiry; entering the new date after renewal resets it automatically. Documents are linked from Google Drive rather than uploaded, so the file stays where it is already backed up and shareable.
Every person and every credential on file —
CME Reimbursements
Each physician's agreement reimburses up to $3,000 of continuing medical education per calendar year: courses, travel for CME, books and supplies, memberships and subscriptions. The budget refreshes every 1 January and unused dollars do not carry over. Record each reimbursement as it is paid; a mistake is voided with a reason rather than deleted, so the history stays complete.
Payroll Variance
—Compares modeled payroll cost against the real cash that moved for each pay cycle (Mahan's debit + its payroll-tax deposit). The band tightens automatically as more real pay cycles come in — it isn't a fixed threshold.
Payroll
—Modeled per-employee salary and share of total roster payroll — no connection to Mahan & Associates required. Aaron's own compensation (an owner's draw, not a payroll run) is excluded; see Financial Reports > Adjusted EBITDA for that instead.
| Name | Role | Modeled Annual Salary | Share of Payroll |
|---|
PTO & Hours
PlannedPTO balances and hourly-employee hours, from ConnectTeam.
Coming soon.
Medical Benefits
PlannedMedical benefits data, from Blue Cross Blue Shield.
Coming soon.
Retirement & Disability
Planned401k and disability insurance data, from MGIS.
Coming soon.
Memberships
Track membership, panel weight, and projected revenue across physicians
Referrals
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Patients & Revenue
Detailed Results
—| Account Name | Adult | Child | Employee | Weighted Total |
|---|
Membership Growth Trends
—Practice-wide and per-physician net membership change (enrollments minus terminations), updated automatically with every Hint pull, so there is no need to compare uploads by hand. Weighted Total uses the same weighting as Detailed Results above (Adult ×1.0, Child ×0.5, Employee ×1.0), so the two should always match.
| Physician | Weighted Total | This Month | Last 90 Daysrolling | Annualtrailing 12mo |
|---|
12-Month Retention
—Retention % = (Active at Start + Enrollments − Terminations) ÷ (Active at Start + Enrollments), over a strict trailing-12-month window. Derived from three Hint exports (Reports → Memberships, modes Starting, Ending and Current), with terminations the team has reviewed as not-a-departure removed from both sides so the ledger still closes. Benchmarks: 90%+ optimal, 85–89% target band (practice's historic average), 80–84% cautionary, under 80% problematic. Physicians under 12 months of tenure show no percentage yet (too little history to be meaningful); 12–24 months shows the percentage flagged as early/lower-confidence data.
Members Lost by Week
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Enter Retention Data
Fallback only — the card derives itself from HintYou should not normally need this. As of 3 September 2026 the retention card is
derived from Hint's own exports by server/scripts/importRetentionFromHint.js, so nothing on it is
typed by hand. This form remains for a period Hint cannot cover, and anything entered here overrides the derived
figure for that period. The last time these four numbers were typed, practice terminations came out nine below
Hint's own count and the card still showed a believable 88.0%.
Enter Monthly Net New Members
From Hint → Reports → Memberships → one calendar month at a timePowers the two Net New Members boxes on Dashboard Snapshot. You no longer need to enter these monthly — every Hint pull auto-logs an entry for the practice and for each physician. Use this only to correct or backfill a period that is wrong or missing. Entries are summed, not replaced, so adding one for a month that already has entries will double-count it.
Unassigned Provider
0 rows| Line # | Id | Provider | Member Type | Rate |
|---|
Departures record vs Hint
—Every Sunday Iris compares the departures record (imported from Hint's Ending export) against Hint's API by patient, month and practitioner. Agreement is the evidence the record rests on. Rejoins are expected: Hint restarts a returning member's membership in place and forgets the departure, which is why the record exists. Rows in Hint only usually mean that month's Ending export has not been imported yet.
| Month | Record | Hint | Agree | Provider drift | Month shift | Rejoined | Plan change | Record only | Hint only |
|---|
Member type vs age
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| Physician | Member | Age | Hint says | Age says | Hint id |
|---|
Members Who Left
—Everyone whose membership ended in the selected month, grouped by physician. Stated is what was recorded in Hint when the membership was cancelled. Our read is what this meeting concluded — the two are kept separate on purpose, because what people say and what turns out to be true are often different, and the difference is worth tracking.
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Stated Reason vs. Our Read
—Where the reason given at cancellation differs from what the team concluded afterwards. Only reviewed departures appear — an unreviewed backlog would otherwise read as agreement.
Nothing reviewed yet.
Financial Reports
Detailed financial analysis of Revenue, Expenses, and Adjusted EBITDA — 2022 through today
Financial Breakdown
Revenue, expenses, and Adjusted EBITDA over time
Recurring Vendors
—Detected from transaction history, not Plaid's Recurring Transactions product (not enabled) — a best-effort pattern match, not a guarantee. Click the pencil next to any vendor to rename it if Plaid's billing name is hard to recognize.
Fixed
Same amount, every month.
Variable
Billed roughly monthly, amount varies.
Accountant Figures
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| Month | Mahan patient income | Iris bank revenue | Gap | Status | Source |
|---|
Top Cost Drivers
Clinic Growth Efficiency
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Where this data comes from: Months with bank detail use real transactions from First Horizon and Capital One via Plaid (2025 onward); earlier months use figures transcribed from the prior tool's Year-over-Year report. Money moving between the practice's own accounts (First Horizon, the Fidelity holding account, card payments) is excluded from both Revenue and Expenses, and deposits tagged "Pass-through (not revenue)" are netted against Expenses rather than counted as income. Revenue is checked monthly against Mahan's Patient Income on the Accountant Figures card below. "Total" rows and the % next to each year compare that year to the one before it; green is an improvement, red isn't (for Expenses, a decrease is the improvement). True EBITDA starts from Revenue minus Expenses and adds back three things that leave the bank but are not costs of running the practice: the owner's draw, owner tax distributions (the practice account paying the IRS for the owner's personal return, which a pass-through PLLC books as a distribution, exactly as Mahan does), and owner's expenses as Mahan reports them. Est. Adjusted EBITDA is True EBITDA less the Founder Salary, per Compensation Plan section 2.1.
Account Balances
Upcoming Expenses
—Predicted from recurring charges seen in your transaction history (same merchant + amount on a regular cadence) — not a guarantee, just a heads-up on what's likely to clear soon.
Recent Transactions
—| Date | Description | Institution | Category | Amount |
|---|
Care Team Ramp
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Length of Membership
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Current members
How long today's members have been with us.
Completed memberships
When someone leaves, how long had they been here.
Departures by month of membership
How far into the membership people leave. Month 1 is the first 30 days.
Departures by calendar month
Which month of the year memberships end, across the whole record.
| Physician | Current members | Median tenure | Completed | Median length |
|---|
Other CFO Metrics
PlannedA home for future CFO-level metrics as they're defined -- growth-efficiency, and anything else that doesn't fit neatly into Financial Reports or Account Balances & Transactions. (Billing-cadence tracking was listed here as planned; it is now a real card further down this tab.)
Coming soon.
Revenue per Physician
—Projected annual revenue by physician, from current Hint membership rates (Base Revenue + a flat ancillary adjustment). Moved here from the Membership tab 2026-08-10. Note: while legacy/below-full-rate members are being rightsized to full rate as of 2026-01-01, this figure understates what the panel will bill once that's complete — see the Membership vs. Ancillary Revenue card below for a real, up-to-date alternative sourced directly from Hint invoices.
| Physician | Weighted Total | Avg/Member | Revenue |
|---|
Billing Cadence
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Membership Revenue vs. Ancillary Revenue (YTD)
No data yetReal revenue billed through Hint this year, split into membership fees vs. everything else (labs, hormones, injectables, etc.). Replaces guessing the ancillary share with a flat percentage.
Total Billed vs. Total Deposits (YTD)
No data yetEverything actually billed through Hint this year (membership + ancillary combined) vs. what's actually hit the bank. The gap is unpaid/outstanding invoices, timing lag, or revenue collected outside Hint entirely.
Hospitality
Who we haven't spoken with lately, by care team.
Hospitality
Open work on the left. Search any member's full record on the right.
Member Touchpoints
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My Memberships
Your memberships, and what has changed.
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Marketing
Ad spend, site traffic, and social reach in one place.
Brand & Content Docs
Ad Campaigns
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| Month | Meta spend | Google spend | Bank paid media | Impressions | Clicks | New starts | Spend per start |
|---|
Site Traffic
PlannedGoogle Analytics — visits, sources, conversions.
Coming soon.
Social Following
LoadingFollower counts and engagement across social channels.
Admin
Manage who can log in and what they can see. Visible only to full-access accounts.
Code Backup
Commits and pushes any code changes to the private GitHub backup repo.
Users
| Username | Name | Access |
|---|
Add a User
Upload Weekly Hint CSV
Export "Patients" from Hint Health, then upload it hereExpected columns: Id, Provider, Effective Annual Rate, Member Type.
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