Admissions reports by source
Nine admits last month,
and where each came fromNine admits, and where each came from
RehabSignal's treatment center admissions reporting shows owners of US addiction treatment centers their inquiries, assessments and admits by ad, page and referral partner. Ad spend read from your accounts sets each admit's cost, and our team sends the month's numbers.
- Admits counted per partner
- Monthly plain-English summary
Live in 14 daysMonth to month, no setup fee
- Call reports by hour
- Assessments and admits, split by source
- What every ad's admits cost
- Callback times per coordinator
- Admit rates per source and per coordinator
The agency's report says 140 inquiries came in last month. Admissions counted nine admits. When coordinators asked how people found you, the answers were “Google” or “a friend”. Next month's budget for ads, listings and outreach gets set without knowing which worked again.
Numbers in separate reports
Source set at first ring
Sent by our team each month
Three screens
Check the numbers before the meeting
Each screen reads the board and call log.
At 7:45 on Monday you open last week: calls, inquiries, assessments and admits, each split by ad, listing, page and referral partner. The census count, card payments, new reviews and ad results sit underneath, read from the same board.
Every call is sorted by where it came from, the hour, what happened and who answered. The 11 p.m. to 7 a.m. stretch shows how many rang the on-call cell and which ones went to voicemail.
The admissions director sees each coordinator's time to first callback, calls answered and admits for the week. When one coordinator's callbacks run past an hour, it shows before the weekly one-on-one, not after the month closes.
By source
What brought in this month's admits
Each row answers a question you ask at the morning meeting, using the board, every call and your ad spend, not anyone's memory.
Referral partners
Admits per partner
Your BD rep sees each partner's referrals, assessments and admits for the quarter. The outpatient therapist who sent six this spring shows up beside the hospital that sent none since March.
- Partners with no referral in 30 days show first
- Each partner's admits come from cards your admissions team marks
Search keywords
The search behind each call
Most inquiries phone in rather than fill a form, so web counts miss them. Your site shows each visitor a number from a pool, and the call arrives on the card with the ad, the page and the search words typed, such as “detox near Tampa” or “IOP for professionals”.
- Calls from Maps are counted apart from website calls
- Tracking numbers ring your center directly, never a third party
Cost per admit
What each ad's admits cost
Our ad rep runs Meta, Google and Microsoft ads in your center's own accounts, once your center is LegitScript certified. Each month the spend from those accounts is set against the admits marked on the board. The report shows the detox search ad at $460 an admit and the IOP ad at $1,100, so next month's spend shifts to detox.
- Each admit reaches your ad accounts as one conversion, with no health data
- Your center pays Meta, Google and Microsoft directly
After hours
The night and weekend calls
Last month's calls are counted hour by hour, and 61 of 152 inquiries came between 5 p.m. and 8 a.m., when the line rings the on-call coordinator's cell. You see how many were answered live, how many reached the AI receptionist, how many went to voicemail, and how fast each voicemail got its callback.
- Unanswered calls show when each got called back
- Saturday and Sunday calls show up apart from weeknights
Follow-ups
Admits after follow-up texts
Some inquiries take weeks to admit. When someone who consented replies to a day-7 text and later admits, the card keeps its first source, so the ad still gets the credit, and its history shows the text that brought the reply.
- The history shows each text sent and every reply, with its date and time
- Not admitted cards keep their owner and source
Reputation
Reviews
Your dashboard lists each new Google review next to the month's admits. Replies carry your center's name and never confirm that anyone was in care. Review requests go only to alumni and families who opted in, after discharge, and the report counts what came back.
- Each new review shows with its reply on your monthly report
- Rating and review count set beside the month before
Also included
- Lists export to a spreadsheet
- Admit export for your EMR
- Website analytics
- Admits sent back as ad conversions
- Missed call lists
- A report per location
What feeds the monthly report
Click any admit on the report and its card opens: the ad, page or partner behind the first call, each conversation after, the owner and the admit date.
Source Google Ads residential search, first call 9:42 p.m. Sunday, answered by Marisol.
Admitted TuesdayFeeding the report
- Calls Every ad, listing and partner gets its own number to call.
- Website Program pages we build send their calls and forms here.
- Maps and search Calls from Maps carry a source of their own.
- Ads and spend Spend read from your center's Meta, Google and Microsoft accounts, once certified, and set against the admits it brought.
- Texts Texts sent after an inquiry, with each reply, on the card.
- Admit dates Assessments booked and admit days kept, by stage.
- Google reviews New reviews each month and the replies we post in your name.
Put your agency report next to your admits
Send last month's agency report and your admit list. On the demo we map your ads, listings and partners from them, then show the report you would get each month.
Budgets set by admits
Wendell H.Owner, residential, Asheville Zerolisting admitsWe cut the directory listing that sent forty calls and no admits, and moved that money to the detox ad.
Adriana C.Admissions director, Tampa Minutesto first callbackI see each coordinator's time to first callback every Friday. Ours dropped to minutes once everyone could see it.
Felix O.Clinical director, Columbus Mondaysadmits by programOn Monday I see the week's booked admits, each with its program, so our clinical team plans ahead.
Colleen J.Alumni coordinator, Knoxville Its own linefor alumniInquiries sent by alumni get their own line on the report, so the alumni program finally shows up in the numbers.
Devin A.Business development rep, Austin Quarterlyadmits per partnerI walk into every partner visit knowing how many referrals that partner sent this quarter and how many admitted.
Joanna T.CEO, three sites, Denver 1 summarythree sitesRehabSignal's team sends one summary covering all three sites each month; I read it before our board meeting.
Report questions
Owners and directors ask about the numbers
Search census, export, partners or EMR to start.
6 questions
What does the report show?
The report shows inquiries, assessments and admits by ad, page, listing and partner, and each source's inquiry-to-admit rate. For paid ads it adds the spend behind each admit. Call reports, the census count and new reviews come with it.
Will I know which ad or partner sent each admit?
Yes, down to the ad, listing or partner. Each has its own tracking number or link, so the source is set when the first call or form arrives. A referral that reaches your main line gets its partner picked by the coordinator.
Does it read our EMR?
No, RehabSignal runs beside your record system and reads nothing from it, whether that's Sunwave, Kipu, Alleva, Lightning Step, BestNotes, Ritten or Behave Health. Admits count once a coordinator moves a card to Admitted, so the report is as current as the board. Each admit goes to your EMR by export, with each signed form as a PDF.
Does the report show our census count?
Yes, as a count of the clients in the Admitted stage, by program, with admits booked for the coming days beside it. Cards move to Admitted on arrival and to Discharged on the day someone leaves, so the morning count stays right.
Can I export it?
Yes. The lists behind each report download as a spreadsheet. If you run several locations, each exports on its own, and one summary from our team covers them all each month.
Do you send a report?
Yes, without asking. On the first of the month you get our plain-English summary: the month's admits by source, what each ad's admits cost, and after-hours calls.
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Email Megan at sales@rehabsignal.com with the numbers you wish you had today.
Megan AinsleyAccount manager
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