BIM Reports in D4W

BIM Reports in D4W

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Business Intelligence Module (BIM) reports which include Items preformed by a provider report, Appointed patient statistics report, Fee level financial analysis report, Huddle checklist report, Insurance financial analysis report, KPI-01 Report, Key performance indicators report - summary, KPI items statistics report 01, KPI items report 02 and Treatment plan analysis report.

Items Performed by a Provider Report

This report is only available to users with Business Intelligence Module and working in a Multiple Location Environment.

InfoWhen a provider works at multiple locations, this is the report to be run for all items performed by the provider across all locations. Alternatively, user can run Items Performance report multiple times for each location the provider works at.

Run the Report
  1. Go to Location Management > Reports tab
  2. Group: Business Intelligence Module
  3. Open Items Performed by a Provider report
    1. Date: Select the period to base this report on
    2. Location: Select the location or Select All to include all locations
    3. Provider: Select Provider(s) or Select All to include in report
    4. Show Inactive Locations: Tick to include inactive location(s)
    5. Show inactive providers as well: Tick to include inactive Providers
    6. Orientation: Select Portrait or Landscape style to view/print the report
    7. Click OK

Report Details

The report shows the quantity of each item performed by the provider, separated by the location


Appointed Patient Statistics Report

This report allows the user to view the number of appointments that contain a specified status(s) within a selected period.

Run the Report
  1. Go to Location Management > Reports tab
  2. Group: Business Intelligence Module
  3. Open Appointed Patient Statistics Report
    1. Date Range: Select the period to base this report on
    2. Location: Select the location from the drop list if applicable
    3. Group Set/Book Name: Select the group(s) or book(s)s to base this report on
    4. Group Set/Book Name Radio Button: The group(s) or book(s) to include in the report
    5. Show inactive books: Tick to show/include appointment books that have been made inactive
    6. Show inactive locations: Tick to show/include locations that have been made inactive (in multi-location environment)
    7. Appointment Status: Select status(s) to base this report on
    8. Consolidated report: Tick checkbox to show consolidated layout (example shown later in this article)
    9. Click OK

Report Details

The report layout depends on whether the Consolidate Report checkbox is ticked.

  1. Consolidated displays a total amount of appointments containing at least one of the selected status(s) across all appointment books/groups and Locations selected

  2. Non-Consolidated displays the number of appointments containing at least one of the selected status(s) per appointment book/group

The report categorises the number of appointments using the below labels.
Location
Name of selected location/s
Book
Name of the appointment book/group
Male/Female
Total amount of appointments for male and female patients. Gender is setup in Patient Details > Gender droplist
Adult/Child
Total amount of appointments for adults and children. DOB determines this. Change the age of Adult/Child in Location Setup > General tab > Group: Patients
New Appt
Total amount of new patient appointments in the selected period. The patient’s first seen date determines if it is a new appointment. First seen date can be modified in Patient Details > First Seen, but it is usually created automatically when the first treatment item is entered in Treatment tab.
Follow Up
Total amount of existing patients’ appointments in the selected period. The date of the appointment being after the patient’s first seen date determines it is a follow up appointment.
AM/PM
Total amount of appointments before/after midday (12pm).
Total
Total amount of appointments for the selected reporting period.

Fee Level Financial Analysis Report

This report is for those who wish to report on the invoiced and discounted services associated with Fee Levels. 

Info
To report on groups of items, Setup Procedure Classifications for Reporting. Procedures Classification shows groups of item numbers, for example all items starting with 0 are within the “Items used 000” group. Users can create their own groups too. 

Run the Report
  1. Go to Location Management > Reports tab
  2. Group: Business Intelligence Module
  3. Open Fee Level Financial Analysis
    1. Date: Select the period to base this report on
    2. Location: Select the Location to base this report on, if applicable
    3. Show Summary Only: Tick to show totals only
    4. Fee Level: Select the levels to include in the report
    5. Include GST: Tick to show GST where applicable
    6. Group by Procedures: Tick to view the report by procedure classification; this is not available when showing summary only
    7. Procedures (items) Classification: Select the procedure classifications to include in the report
    8. Providers: Select the Provider(s) to include in the report
    9. Show inactive providers as well: Tick to include inactive Providers in the report
    10. Click OK


Report Details


Fee Level
Shows a list of the levels selected to be reported on.
Provider
Lists the provider’s selected to be reported on.
Original Total Invoiced this Period
Original Total means the item values before any discounts are made. The figures shown are for the selected period.
Discounted Total Invoiced this Period
Discounted total means the item values after any discounts are made. The figures shown are for the selected period.
Disc % this Period
Calculates the % discount between the 2 values ‘Original Total Invoiced’ and ‘Discounted Total Invoiced’.
% of Total this Period
Calculates the % of the fees ($) compared to the overall total.
YTD Columns
The calculations are the same as previous columns, however based on the Year to Date.
Last YTD Columns
The calculations are the same as previous columns, however based on last Year to Date.

Huddle Checklist Report

The purpose of this report is to assist the dental clinic with daily planning of work/treatment.

This report contains 13 columns, some with specific information collected from within Dental4Windows and some requiring manual input.

The report can be accessed from two locations:

  1. Location Management > Reports tab > Group: Business Intelligence Module  OR

  2. Appointment book > Reports menu

Setup the Report

  1. Open the report from one of the above locations, but do not run the report

  2. Click Report Settings

  3. Within the report settings box, specify the item number/s used for certain procedures, the recall set to use in the report and create 4 personalized columns. Column E - H are for manual input when printed.



Run the Report

This report can be found in two locations:

  1. Open the report from one of the above mentioned locations
    1. Date Range: Select the period to base this report on
    2. Location: Select the location, if applicable
    3. Appointment Books: Select the Appointment Book(s) to base this report on
    4. Show inactive books: Tick to show/include appointment books that have been made inactive

    5. Click OK
Report Details

Patient details
The appointed patient’s name (showing Preferred Name if it exists in place of First Name) and some other relevant details such as Card#, DOB, age and account balance.
Today’s Treatment
Treatment planned today for that patient – items linked from D4W Treatment Plan to that appointment. (Item, tooth number and surfaces will be shown if entered in Treatment plan). If no items linked, this field is empty.
Appointment Notes
Appointment provider code and start time of appointment are shown here. If the appointment has additional information in the Notes field, it will show here as well.
Alerts
Patient’s active alert, as well as any content in Medical History, Dental History, Allergies Present and Medical Condition Present fields will be shown in this column.
Bleach/Complete/Lab In/Referral
These 4 columns are personalized in Report Settings. User will tick here on the printout. No data can be extracted from D4W to fill in these columns automatically.
Outstanding Treatment

D4W will look into the most recent active plan in the patient’s Treatment Plan tab, and display any incomplete item/s (with tooth number and surfaces if relevant) here.

Also shown here are Phase (P) and Visit (V) of the items. If visit = ?, no visit number will be shown.

If the patient has another appointment in the future (a day greater than today), the appointment’s provider, date, day, time and linked treatment plan items will be shown under NEXT APPT section in this column.

Status Exam

Information shown in this column follows the Report Settings.

Below explanations follow the Report Settings shown above in ‘Setup Report’.

LAST COMP EXAM: Last date item 011 was entered in Treatment tab

LAST PERIODIC EXAM: Last date item 012 was entered in Treatment tab

LAST X-RAY: Last date item 022 was entered in Treatment tab

LAST APPT DATE: Last date any treatment item was entered in Treatment tab

Date of next Hygiene Appt

Definition of a hygiene appt is based on the items setup in the Report Settings > Hygiene Items.

Below explanations follow the Report Settings shown above in ‘Setup Report’.

NEXT HYG APPT ACTUAL: The next appointment with any hygiene items linked from treatment plan. The appointment’s date, day, time and the linked item(s) will be shown in this section.

If a hygiene appointment was booked without linking the hygiene items, no appointment will be shown.

NEXT HYG APPT DUE: The date shown here is the expected due date calculated by the system based on patient’s last hygiene date, plus the recall period in patient’s card for the recall type in Report Setting > Recall Set to use. E.g. if the last date one of the hygiene items entered in the patient’s Treatment tab was 06/03/2019, the patient is on the Recall Reminder Set, and in this patient’s card the recall period of this recall type was 6 months, 06/09/2019 will be the NEXT HYG APPT DUE date; however, in Patient Details the Recall Date may be different.

If the patient is not on the recall type selected in Report Settings, nothing will be shown.

RECALL PERIOD: The recall period in patient’s card for the recall type specified in Report Setting. If the patient is not on this recall type, no RECALL PERIOD will be shown.

Personal Details
General information about this patient. It is extracted from Patients tab > Insurance/Various sub-tab > Personal Details.
Family Members

If this patient is part of a family, the other members’ PREFERRED NAME(s) (if no PREFERRED NAME(s) then FIRSTNAME(s)) will be shown.

For each of these members, information for column ‘Date of next Hygiene Appt’ will be shown after their names if available. If more than one family member, they will be sorted by age.


Insurance Funds Financial Analysis

Info
This report is for those who wish to report on the invoiced and discounted services associated with Insurance Companies. 

To report on groups of items, Setup Procedure Classifications for Reporting. Procedures Classification shows groups of item numbers, for example all items starting with 0 are within the “Items used 000” group. Users can create their own groups too. 

Run the Report
  1. Go to Location Management > Reports tab
  2. Group: Business Intelligence Module
  3. Open Insurance Fund Financial Analysis Report
    1. Date: Select the period to base this report on
    2. Location: Select the Location to base this report on, if applicable
    3. Show Summary Only: Tick to show totals only
    4. Insurance Funds: Select the funds to include in the report
    5. Include GST: Tick to show GST where applicable
    6. Group by Procedures: Tick to view the report by procedure classification; this is not available when showing summary only
    7. Insurance Funds:
       Select funds to include in the report
    8. Procedures (items) Classification: Select the procedure classifications to include in the report
    9. Providers: Select the Provider(s) to include in the report
    10. Show inactive providers as well: Tick to include inactive Providers in the report
    11. Click OK 

Report Details


Insurance Fund
Shows a list of the insurance funds selected to be reported on. Any non- Payment Solutions link accounts processed in the period will show in the <None> category.
Provider
Lists the provider’s selected to be reported on.
Original Total Invoiced this Period
Original Total means the item values before any discounts are made. The figures shown are for the selected period.
Discounted Total Invoiced this Period
Discounted total means the item values after any discounts are made. The figures shown are for the selected period.
Disc % this Period
Calculates the % discount between the 2 values ‘Original Total Invoiced’ and ‘Discounted Total Invoiced’.
% of Total this Period
Calculates the % of the fees ($) compared to the overall total.
YTD Columns
The calculations are the same as previous columns, however based on the Year to Date.
Last YTD Columns
The calculations are the same as previous columns, however based on last Year to Date.

KPI-01 Report

This report is a summary report for Key Performance Indicators and pools data from a variety of areas of D4W/PSS and combines them into one report.

The report is for the whole practice (clinic-location) or by provider of a practice in that location. 

Run the Report

Based on the selection of parameters, some options may be disabled (grey). The below covers all options.

  1. Go to Location Management > Reports tab
  2. Group: Business Intelligence Module
  3. Open KPI-01 Report
    1. Report Type
      1. Standard: Select to view the report without a budget
      2. Budget: Select to view the report with budget figures
    2. Report for
      1. Providers: The report options will include Providers; not available with budget type
      2. Location: The report options will be based on Locations
      3. Clinic: The report will be based on all Providers and Locations
    3. Breakdown
      1. Monthly: Figures will be based on a monthly basis for a financial year
      2. Daily: Figures will be based on a daily basis for a selected period
      3. None: Figures will be totaled for the selected period
    4. Financial Year
      1. Current: The report will be based on the current financial year
      2. Previous: The report will be based on the previous financial year
      3. Custom: Select the financial year to base the report on
    5. Show Results as
      1. Report: The report will be shown as figures only
      2. Graph: The report will be show as a graph only
      3. Both: The report will show figures and graphs
    6. Location: Select the location if applicable; this is only shown if Providers or Location is selected above
    7. Providers: Select the Providers to base the report on; this is only shown if Providers is selected above
    8. Show inactive providers: Tick to include inactive Providers in the report
    9. For calculations, use the 'Schedule of Providers': Tick if Providers share one appointment book and Use Schedule of Providers for Shared Appointment Books is setup
    10. Click OK 
Report Details

Each indicator is explained below the images.



Clinical Hours

Appointment book hours assigned as clinical work time

Indicator based on:

  • Open/empty times

  • Appointed times

  • Breaks and preset slots marked as work time (Yes)

  • Patient checkout time (if later than day finish time)

Example A:

Start Time: 9am, Finish Time: 5pm

Appointments are scheduled in all hours, except 1hr for lunch (work time = no), Clinical Hours = 7hrs

 

Example B:

Start Time: 9am, Finish Time: 5pm

Appointments are scheduled in all hours, except 1hr for lunch (work time = no), the last patient checked out at 5.30pm, Clinical hours = 7.5hrs

Gross Production

The total value ($$) of Items recorded in Treatment

When an item number is entered in the Treatment tab with a fee it will be added to the gross production calculation.

An invoice or payment does not have to be processed for it to be included in the gross production; unaccounted treatment items will be included also.

This calculation relies on the amount recorded under the treatment tab in the fee field, no discounts or refunds will affect it.

Net Production

The total value ($$) of Items recorded in Treatment

When an item number is entered in the Treatment tab with a fee it will be added to the gross production calculation.

An invoice or payment does not have to be processed for it to be included in the gross production; unaccounted treatment items will be included also.

This calculation relies on the amount recorded under the treatment tab in the fee field, no discounts or refunds will affect it.

Net Production

The total value ($$) of invoices minus any refunds or discounts

Example:

Total value Invoices involving Provider 1 = $10000

Total value of Discounts involving Provider 1 = $400

Total Value of Refunds involving Provider 1 = $100

Net Production for Provider 1= $9500

Net Production per Clinic Hour

Net Production (KPI #3) / (divide by) Clinical Hours (KPI #1)

Example:              

Net Prod Provider 1= $9500,              

Clinical hour’s Provider 1 = 200,

Net Prod / Clinical Hrs = $47.50

Direct Costs (DC)

Expense values as recorded in the treatment tab next to treatment items

These expenses (e.g. Lab Expenses) have their own date values (payment date) separate from the items date.

Double click in the Expenses field in the Treatment tab to access the History of Expenses box. The date under Payment Date is when this expense will be shown as a direct cost on the report.

DC as a %

Direct costs (KPI #5) / Net Production (KPI #3) x 100

Example:

(DC 150/ Net Prod 9500) x 100 = 1.58%

Net Prod - DC

Net Production (KPI #3) minus Direct costs (KPI #5)

Example:

Net Prod $9500 – DC $150 = $9350

(Net Prod - DC) per Clinic Hour

(Net Production – Direct Costs (KPI #7) / (divide by) Clinical Hours (KPI #1)

Example:

$9350 / $200 = $46.75

Patients Seen

The count of how many patients a provider has treated in that period

 Reliant on:

  • Arrived with Attended Status

  • Checked In

  • Items added to Treatment

Example: If the same patient is seen 3 times in a day (same day) at separate times, this is counted as 3.

Consider it as number of appointments attended; it’s not a unique count. It doesn’t matter if it is new or existing patients.

Patients Seen per Work Day

Patients Seen (KPI #9) / (divide by) Work Days

Example:

Provider 1, 128 patients seen, 18 work days that month:  128 /18 = 7.11 

Work days are calculated from the Appointment Book and are those not marked as a holiday that will be included. To ensure this calculation is correct setup appointment book templates so days not working are marked as a holiday. 

New Patients Seen

A count of new patients seen per month

A patient is calculated as a new patient when at least one item number is entered to the Treatment tab for the first time.

When the first item number is added to Treatment, this also automatically populates the first seen date in the Patients tab.

New Patients Seen per Work Day

New Patients Seen (KPI #11) / (divide by) Work Days

Work days are calculated based on what you have setup in the appointment book. To ensure this calculation is correct setup appointment book templates so days not working are marked as a holiday.

Spare Appointment Hours %

The percentage of unused (Spare) clinical work hours

A percentage is calculated based on unused/unbooked time. 

Any breaks or preset slots marked as Work Time = No, will not be calculated.

Use of the Checked In feature is required for appointments to be counted as used time.

The white (unused) time in an appointment book should be due to inability to book a patient.

Average Appt Treatment Time

The average length in minutes of each appointment

The duration (in minutes) of each appointment can be determined from the Check In and Checkout times. 

The total of all durations are divided by the total number of appointments (attended) to get the average.

Example:              

Appt 1 Check in time = 10:00AM, Checkout time = 11:00AM, appointment treat time = 60 min                                               

Appt 2 Check in time = 11:00AM, Checkout time = 11:30AM, appointment treat time = 30 min                                               

Appt 3 Check in time = 11:30AM, Checkout time = 12:30PM, appointment treat time = 60 min 

Average treat time = (60+30+60) / 3 = 50min.

Average Appt Wait Time

The average length in minutes a patient was waiting to be seen

The duration (in minutes) of each wait time can be determined from the difference of the Arrived and Checked In times.

The total of all wait time is divided by the total number of appointments (attended) to calculate the average.

Example:              

Appt 1 Appointed time 10AM, Arrived time = 10AM, Check in time = 10:05AM, Wait time = 5 min

Appt 2 Appointed time 11AM, Arrived time = 10:50AM, Check in time = 11AM, Wait time = 0 min                                                

Appt 3 Appointed time 11:30AM, Arrived time = 11:35AM, Check in time = 11:45 AM, Wait time = 10

Average treat time = (5+0+10) / 3 = 5min

Appt Fail to Attend

The count of patients that have the Failed To Attend Status in their appointment

All appointments for the month that have the Appointment Status: FTA

If the same patient cancels within the same month the KPI- 01 will count as 1 cancellation.

FTA per Work Day

The average number of FTA’s per work day

Example:

FTA count = 10, Work days = 20, FTA per work day is 10/20 = 0.5

Appt Unable to Attend

The count of patients that have the unable to attend Status in their appointments

All appointments for the month that have the Appointment Status: UTA

UTA per Work Day

The average number of UTA’s per work day

Example:

UTA count = 5, Work days = 20, UTA per work day is 5/20 = 0.25

Treatment Plan Value

The total ($$) value in Treatment Plans created in this period (active Plans only)

There are two areas of the Treatment Plan tab this refers to

  1. The date of the Treatment Plan                                   

  2. The Treatment Plan being Active                                 

Treatment Plan Value per Patient

The average treatment plan value per patient created in this period (month)

The months Treatment Plan Value (KPI #20) / divided by the number of patients with Active Treatment Plans created in the same period. If the same patient has more than 1 plan in the same period (month), those plans are totaled then averaged for that patient.

Example A:

January 2019, 100 patients were seen, however only 11 patients had plans created, one plan was marked Inactive, the total value of Active plans was $10000, the average is 10000/10 = $1000.00

Example 2:

February 2019, 3 patients had plans created, one of these patients had 2 plans created, and all plans were Active.

 Pat 1: Plan A Value = $1000

Pat 2: Plan B Value = $500

Pat 3: Plan C Value = $2000

Plan D Value = $750

Treatment Plan Average value per patient = (1000+500+ ((2000+750) / 2)) / 3 = (1000+500+1375) / 3 = $2875

Percentage Treatment Plans Completed

Percentage of treatment plans completed relative to the number that were created in that period

Example:

100 new plans were created in this period and 60 plans were completed (completed from this period and/or old plans from past periods), then the % completed is 60%.

It is possible that more plans can be completed than created for the same period, e.g. 110%

Treatment Without a Plan

Work done (treatment) without the existence of a related treatment plan

This is conditional on the following:

  1. The type of work (items) done, or

  2. Combined $$ value of work done on the one and same date

Example:

A patient has treatment done in the Treatment tab; these items are not linked to any plans. System determines whether to include them in the measure or exclude these.

Pay on the Day %

Percentage of invoices paid in full on the same day as invoice was created

When a patient is invoiced and pays 100% of the invoice on the same date as treatment.

Also if there is a full payment for an old outstanding invoice on this day (period), then that is counted as well.

This means that the “Pay on the day %” is possible to exceed 100%

 Example:

Pat 1 on 1/12/18 an invoice is raised for $100, and is paid on 1/12/18 $100 (100% paid)

Pat 2 on 1/12/18 an invoice is raised for $200 and is paid on 1/12/18 $150 (part paid)

Pat 2 on 1/12/18 an invoice is raised for $300 and nothing is paid on 1/12/18, but is paid on 2/12/18 $300

Pay on the day % = 33.33% (1 out of 3 invoices are 100% paid on the day)

What Patients Owe

The value of all unpaid invoices (due or not) for that provider at the end of that month

Bad debts are excluded.

Percentage of Pat Reappointed

A percentage of appointments attended that made another appointment

Each unique patient will have checked out with (or without) another appointment scheduled.

A patient is recognised as reappointed when there is a time and date specified in the same Appointment Book.

If the secondary appointment (reappointed), is booked in the same Appointment Book the report calculates the percentage against that Appointment Book. 

Example:

200 unique patients in a month with appointments attended and 50 of them re-appoint in the same appointment book.

50 divided by 200 = 0.25 = 25%

If the secondary appointment is for a different Appointment Book the report calculates the percentage against the Location.

Active Patients

A count of unique active patients over the last 18 Months

An Active Patient is any patient who has had treatment performed (item/s added to Treatment tab) in the last 18 months.

Ensure non-treatment item numbers (e.g. FTA) marked as non-treatment so those patients are not calculated.

Net Prod per Active Patient

Net Production (KPI #3) / divided by Active patients (KPI #27)

Example:

Provider 1, Net Production = $9500, Active Patients = 1000, then 9500/1000 = 9.5

Attrition Rate

Percentage of unique patients seen in a one month period 18 months ago that don’t appear in the appointment book since that month

Example:               

October 2018, Prv 1 patients seen: 344

212 patients from Feb 2018 were seen again

April 2019, Prv 1 attrition rate: 344 – 212 = 132

When the attrition rate is calculated in the KPI-01 report for an individual provider, we report on those persons individual attrition rate irrespective of the fact that a patient may have seen another provider.

When the attrition rate is calculated for the whole clinic, we report on that clinics overall attrition rate and don’t consider the individual providers. (As if the whole clinic was operating as one provider.)

Items Usage by Group

The item usage section calculates the percentage of each group of items that were used in that period.

  • The total % when added up of all the Item Usage groups must equate to 100%
  • The final column in the report on the far right shows the AVERAGE for that group over that period

This section describes (as a percentage) the financial involvement of those groups of items as a percentage of the whole. When items are considered, it is irrespective of whether they are a part of an invoice or not.

The items are grouped in default categories but can be customised by the user.

Fee Type Net Production by %
The Net Production in % figure from invoices of patients who are on the specified fee levels.
Fee Type Net Production by Amount
The Net Production in $$ figure from invoices of patients who are on the specified fee levels.
Fee Type Net Production by Count
The Net Production is a count (of patients) from invoices of patients who are on the specified fee level(s).
Fund Type Net Production by %

The Net Production in % figure from invoices of patients who are on the specified Insurance Fund(s).

I.e. total of Invoice = $ 100, health fund A paid $80 the report will show 80% for health fund A 80% and 20 % for <NONE>

Fund Type Net Production by Amount
The Net Production in $$ figure from invoices of patients who are on the specified Insurance Fund(s).
Fund Type Net Production by Count
The Net Production is a count (of patients) from invoices of patients who are on the specified Insurance Fund(s).
Totals / Average Column

Depending on the measure, the system calculates a Total or Average.

On the matter of averages, it is the average of the overall results, not just the average of each individual month.

I.e. for patients seen per day, the YTD column should be the total patients seen divided by the number of days worked, NOT the average of each month’s result (the 2 approaches can give different results)

Location YTD (Year to Date) Average
This column serves as a comparison of this provider’s average figure versus the average figures of the whole (all active providers) of that practice location.

Key Performance Indicators Report - Summary

The report is a summary report and pools data from a variety of areas of D4W/PSS and combines them into one report. There are 11 KPI’s measured, and each KPI can be shown as a graph or figure.


Run the Report
  1. Go to Location Management > Reports tab
  2. Group: Business Intelligence Module
  3. Open Key Performance Indicators Report - Summary
    1. Report for
      1. Providers: The report options will include Providers
      2. Location: The report options will be based on Locations
      3. Clinic: The report will be based on all Providers and Locations
    2. Financial Year
      1. Current: The report will be based on the current financial year
      2. Previous: The report will be based on the previous financial year
      3. Custom: Select the financial year to base the report on
    3. Show Results as
      1. Report: The report will be shown as figures only
      2. Graph: The report will be show as a graph only
      3. Both: The report will show figures and graphs
    4. Location: Select the location if applicable; this is only shown if Providers or Location is selected above
    5. Providers: Select the Providers to base the report on; this is only shown if Providers is selected above
    6. Show inactive providers: Tick to include inactive Providers in the report
    7. For calculations, use the 'Schedule of Providers': Tick if Providers share one appointment book and Schedule of Providers is setup
    8. Click OK

Report Details

Each indicator is explained below the images.


Clinical Hours

Appointment book hours assigned as clinical work time

Indicator based on:

  • Open/empty times

  • Appointed times

  • Breaks and preset slots marked as work time (Yes)

  • Patient checkout time (if later than day finish time)

Production

The total value ($$) of Items recorded in Treatment

When an item number is entered in the Treatment tab with a fee it will be added to the gross production calculation.

An invoice or payment does not have to be processed for it to be included in the gross production; unaccounted treatment items will be included also.

This calculation relies on the amount recorded under the treatment tab in the fee field, no discounts or refunds will affect it.

Production per Hour

Production (KPI #2) / (divide by) Clinical Hours (KPI #1)

Example:        

Production provider 1= $9500,    

Clinical hour’s provider 1 = 200,

Net Prod / Clinical Hrs = $47.50

New Patients Seen

A patient is calculated as a new patient when at least one item number is entered to the Treatment tab for the first time.

When the first item number is added to Treatment, this also automatically populates the first seen date in the Patients tab.

Collection %

Payments Collected / (divide by) Production (KPI #2) x 100

This measure will only report on payments that are allocated to treatment, no unallocated deposits will be considered.

Unallocated deposits will not be calculated.

Percentage of Patients Reappointed

A percentage of appointments attended that made another appointment

Each unique patient will have checked out with (or without) another appointment scheduled.

A patient is recognised as reappointed when there is a time and date specified in the same book. If the secondary appointment (reappointed), is booked for the same provider, the report calculates the percentage against that provider. If the secondary appointment is for a different provider the report calculates the percentage against location.

Example:

200 unique patients that month in the appt book and 50 of them re-appointed in the same appointment book, 50 divided by 200 = 0.25 = 25%

Amount Paid per Unique Patient Seen in the Past 6 Months

Payments collected ($$) amount / Work Days of last 6 months

This measure will only report on payments that are allocated to treatment, no unallocated deposits will be considered.

Work days are calculated from the Appointment Book and are those not marked as a holiday that will be included.

To ensure this calculation is correct setup appointment book templates so days not working are marked as a holiday. 

Example:

Provider 1, 128 patients seen, 18 work days that month:  128 /18 = 7.11

Average Appt Time Min

The average length in minutes of each appointment

The duration (in minutes) of each appointment can be determined from the Check In and Checkout times.

To edit missed entries, go to Appointment Book > Options menu > Appointment Time Data

Example:              

Appt 1 = Check in time = 10:00AM, Checkout time = 11:00AM, appointment treat time = 60 min

Appt 2 = Check in time = 11:00AM, Checkout time = 11:30AM, appointment treat time = 30 min

Appt 3 = Check in time = 11:30AM, Checkout time = 12:30PM, appointment treat time = 60 min

Average treat time = (60+30+60) / 3 = 50min

Active Patients

A count of unique active patients over the last 18 Months

An active patient is any patient who has had treatment performed (item/s added to treatment tab) in the last 18 months.

Ensure any non-treatment item numbers (e.g. FTA) marked as non-treatment so those patients are not calculated.

Number of Key Items Done per Last 100 Patients

Count of important items as defined by user

User can select from a list of item number which they consider important and wish to include in this measure (see setup section of this article).

The report will then count the amount of times (as a whole) that these key items have been performed in the period.

Attrition Rate

Percentage of unique patients seen in a one month period 18 months ago that don’t appear in the appointment book since that month

Example:      

October 2009, Prv 1 patients seen: 344

212 patients from Feb 2009 were seen again

April 2011, Prv 1 attrition rate: 344 – 212 = 132  

When the attrition rate is calculated for an individual provider, we report on those persons individual attrition rate irrespective of the fact that a patient may have seen another provider.

When the attrition rate is calculated for the whole clinic, we report on that clinics overall attrition rate and don’t consider the individual providers. (As if the whole clinic was operating as one provider.)



KPI Items Statistics Report 01

Info

This report compares and counts items done Provider to Provider. 

The report can compare based on Professions, set in the Providers
 tab. 

Run the Report
  1. Go to Location Management > Reports tab
  2. Group: Business Intelligence Module
  3. Open KPI Statistic Report 01
    1. Date: Select the period to base this report on
    2. Location: Select the Location to base this report on, if applicable
    3. Provider Position: Select if the report should be based a specific Position/Profession
    4. Procedures: Select the items to include in the report
    5. Show inactive providers as well: Tick to include inactive Providers in the report
    6. Location Breakdown: Tick to split the report by Locations, if applicable
    7. Click OK


Report Details

The report will show each item number and Provider included, with a total quantity of times items were completed, and a total for all Providers.

KPI Items Statistics Report 02

This report compares and counts items done Location to Location. This report is still useful even if there is only one location as you can divide report by each provider. Count of what items were done at each location. And an overall count of items done is also included in report.

Run the Report
  1. Go to Location Management > Reports tab
  2. Group: Business Intelligence Module
  3. Open KPI Statistic Report 02
    1. Date: Select the period to base this report on
    2. Location: Select the Location to base this report on, if applicable
    3. Provider: Select the Provider to base the report on, or All
    4. Procedures: Select the items to include in the report
    5. Show inactive providers as well: Tick to include inactive Providers in the report
    6. Divide by Providers: Tick to split the report by Providers
    7. Click OK


Report Details

The report will show each item number and Provider included, with a total quantity of times items were completed, and a total for all Providers.

Treatment Plan Analysis Report

The purpose of this report is to help analyse the items in the Treatment Plan tab. The report is used to summarise the number of New, Completed, and Incomplete Treatment Plans in a period.

Considerations

Plan Type: New

For a treatment plan to be counted as New, the date/time stamp must be within the period of the report.

Plan Type: Completed

For a treatment plan to be counted as Completed, all items must be transferred to the Treatment tab. The Done date on the Treatment plan of the last transferred item number will be within the period of the report. 

Plan Type: Incomplete

For a treatment plan to be counted as Incomplete, item numbers must be outstanding on the Treatment tab. Incomplete plans are not date specific; the report will look for ANY incomplete plan.

Active/Inactive Plans

It is important to use the Active Treatment Plan feature to ensure plans are correctly categorised for reporting.


Run the Report
  1. Go to Location Management > Reports tab
  2. Group: Business Intelligence Module
    1. Date: Select the period to base this report on
    2. Location: Select the Location to base this report on, if applicable
    3. Plan Types
      1. New: Tick to view treatment plans created in this period
      2. Completed: Tick to view treatment plans completed in this period
      3. Incomplete: Tick to view incomplete treatment plans for ALL dates
    4. Plan Status
      1. Active: Tick to include active plans on the report
      2. Inactive: Tick to include plans marked as inactive 
    5. Show Details: Tick to see patient details in place of totals
    6. Incomplete plans older than #...: Enter the number of months a plan should be considered inactive; at least one item must be completed from a plan for this to work
    7. Providers: Select the Provider(s) to include in the report
    8. Show inactive provider as well: Tick to include inactive Providers
    9. Click OK  

Report Details

The report will show details of the selected report parameters, including the number of plans per type and the financial value of them. 

Totals Only View

Detailed View


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