Medical marketing dashboards: measure and present KPIs with Looker Studio
CRO and Patient Recruitment
Why the medical marketing dashboards are essential in 2025
Without a dashboard that consolidates data from Google Ads, Meta Ads, CRM and reviews, every budget decision is a gamble. A well-designed dashboard in Looker Studio delivers real-time figures and reveals bottlenecks: high CPL campaigns, critical bounce pages or specialties with outstanding ROI. The right visualization turns subjective discussions into data-backed actions.
1 Definition of KPIs and data sources
KPI
Main source
Update frequency
Recommended goal
Total leads
HubSpot/Zoho API
Real time
To monthly target
Global CPL
Ads + CRM
Real time
≤ planned budget
Appointments scheduled (North Star)
CRM
1×/day
Sustained growth
ROI per channel
Ads cost + billing
1×/day
≥ 200 % quarterly
Average rating reviews
Google My Business API
1×/day
≥ 4.7 ★
Core Web Vitals
CrUX BigQuery
Weekly
Green in LCP and INP
2 Data architecture
Native connectors:
Google Ads
Google Analytics 4
Search Console
Third-party connectors (Supermetrics, Power My Analytics):
Facebook Ads / Instagram
HubSpot, Zoho, Pipedrive
Google My Business Reviews
Optional data warehouse:
BigQuery for large volumes or merges of historical tables (>1M rows).
Cards with green/red background according to threshold
Funnel
Funnel chart
Visits → Leads → Appointments → Patients
Channels
Pivot table with filters
Ads, SEO, Networking, Referrals
Time trend
Comparative time series
Custom date selection
Heat map
Heatmap of hours/days with WhatsApp clicks
Detect peak queries
Reputation
Bar chart by month with ★ average and volume
Reputation tracking
UI best practices
Maximum three main colors (successful green, alert red, neutral gray).
Clear headlines: "Cost per Lead (MXN)" instead of "CPL".
Global date filter at the top.
Warning icons if a KPI exceeds 15 % of the budget.
4 Step-by-step creation
Configure fontsAdds Google Ads, GA4 and CRM via connector.
Calculated fields:
CPL = Ad Cost / Leads
CPA = Ad Cost / Quotations
ROI = (Revenue - Ad Cost) / Ad Cost
Filter controls: channel, specialty, location.
Theme and styleapplies institutional palette (blue #004c8c, white, gray #f5f5f5f5).
Schedule automatic PDF email: fortnightly dispatch to medical address (Config → Program).
5 Alerts and automation
Alert
Condition
Action
CPL red
CPL > target +15 % 3 days in a row
Email to Paid Media to optimize campaigns
High response time
Avg. WhatsApp response > 2 h
Slack to the reception team
Negative rating
Review 1-2★ new
Assign ticket in Helpdesk
Implement with Apps Script or Zapier: query Looker Studio API, evaluate fields and trigger notifications.
6 Security and privacy
Access by roleManagement view (all KPIs) vs. medical view (no cost Ads).
Connections with OAuth and service accounts, avoid sharing keys in plain text.
CIP (clinics that treat sensitive data): do not expose patient IDs; use aggregates.
7 KPIs for dashboard adoption
Metrics
Target
Monthly active users (UAM)
All responsible parties (≥ 5)
Average dashboard time
> 2 min
Utility feedback (internal survey)
Net Promoter > 8
If UAM goes down, simplify views or train the team.
8 Implementation schedule (14 days)
Day
Task
1–2
Inventory of sources and KPIs
3
Create Looker Studio project and connect datasources
4-6
Model calculated fields and join tables
7-9
Design sections and visuals
10
Load testing and validation of figures
11
Configure alerts and email program
12-13
User training (20 min)
14
Go live and initial feedback
Next step
Gather your marketing and IT team, list all available data sources and define priority KPIs. Build the first draft of dashboard in Looker Studio before the end of the week and share access for feedback. In less than 14 days you will have a dashboard that will guide every budget adjustment and campaign optimization, raising the efficiency of medical marketing in 2025.
