Clinicminds does not have a single built-in conversion report, but you can calculate conversion rates by combining data from existing reports. This article explains how to do this for two common scenarios: consultation-to-treatment conversion and cross-sell conversion between treatments.

Note: This article covers conversions that happen after a patient has booked an appointment and visited the clinic – for example, from consultation to treatment, or from one treatment to another. It does not cover website conversions (visits to booking), such as how many website visitors book an appointment.

Understanding conversion

A conversion always consists of two clearly defined points: a starting point and an endpoint. To calculate a conversion rate, you need to determine:

What counts as the starting point (e.g. a consultation)
What counts as the endpoint (e.g. a treatment)
The time period you want to analyse

Once you have both datasets, you can match them on patient number and calculate the percentage of patients who moved from the starting point to the endpoint.

Part 1: Consultation to treatment conversion

This measures how many patients who had a consultation went on to have a treatment.

Step 1: Export your consultations

Go to Reports > Medical Records > Records
Set the date range for the period you want to analyse
Use Filters > Appointment type > Consultation to show only consultations
Make sure the following columns are visible: patient number, appointment date, and appointment type
Export the report

This export represents your starting point: all patients who had a consultation in the selected period.

Step 2: Export your treatments

Stay in the same Records report
Change the filter to Filters > Appointment type > Treatment
Keep the same date range, or use a wider period if you want to capture patients who converted later
Make sure the same columns are visible: patient number, appointment date, and appointment type
Export the report

This export represents your endpoint: all patients who received a treatment.

Step 3: Calculate the conversion

With both exports, you can now compare them in a spreadsheet tool such as Excel or Google Sheets:

Match the two datasets on patient number to identify which consultation patients also had a treatment
Count the total number of unique consultation patients (your starting point)
Count how many of those also appear in the treatment export (your converted patients)
Divide the number of converted patients by the total number of consultation patients to get your conversion percentage

Part 2: Cross-sell conversion between treatments

This measures whether patients who started with one type of treatment later went on to have a different type of treatment. For example: patients who first had injectables and later booked skin or laser treatments.

Step 1: Export the Patients by Treatment report

Go to Reports > Patients by Treatment
Make sure the following columns are visible: patient number, treatment name, first treatment date, and last treatment date
Export the report

Each row in this report represents a unique patient-treatment combination.

Step 2: Define your starting treatment

Decide which treatment is the starting point for your analysis. For example:

Injectables / Botox
A specific skin treatment
Any other treatment category

In your spreadsheet, filter the export on this starting treatment. This filtered list represents all patients who had that treatment. The first treatment date of this treatment is your starting point for the conversion.

Step 3: Identify follow-up treatments

For each patient with the starting treatment, check whether the same patient also appears in the report with a different treatment.

Important: The follow-up treatment must have occurred after the starting treatment. Always compare the dates to make sure the conversion direction is correct. If the other treatment happened before the starting treatment, it should not count as a cross-sell conversion.

Step 4: Calculate the conversion

Count the total number of unique patients with the starting treatment
Count how many of those patients also had a different treatment at a later date
Divide the number of cross-sold patients by the total starting patients to get your cross-sell conversion percentage

Tips

Be specific about your definitions. Before you start, decide exactly which appointment types count as a "consultation" and which count as a "treatment." The same applies to which treatment categories you want to track for cross-sell analysis.
Choose a meaningful time frame. Consider whether a patient who books a treatment 6 months after a consultation should still count as a conversion. You may want to apply a cut-off (e.g. 30, 60, or 90 days).
Use patient numbers for matching. The patient number is the unique identifier that allows you to match records across different exports.
Start simple. Begin with the overall consult-to-treatment conversion before diving into more detailed cross-sell analyses.

Conversion: consultation and treatment in one visit

Use these steps when you want to measure how many patients who visit the clinic for the first time also receive a treatment during that same visit.

Download report "records" with filter on category
Filter in Excel or Google sheets: Start with first record (date) per patient (patient number), no filter on 'type' → this counts as a "consultation" (conversion starting point)
Now filter first record (date) per patient (patient number) with type "treatment" → this counts as a "treatment" (conversion endpoint)
Determine the date period and apply it to both filtered lists, count the totals, calculate the conversion

By not applying a type filter at the starting point, every first visit is counted, which means you also capture patients who went directly to a treatment.

How to calculate conversion rates using Clinicminds reports