Clinic operation reports and performance indicators

Track attendance, waiting, occupancy, documentation, evaluation, and collection with linked reports by branch, specialist, and service. A useful report is not one that presents a lot of numbers, but one that answers a question you are going to ask at the next management meeting.

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Administration panel — sample Current month · All branches

Occupancy of specialists’ tables78%

Closed loops with post-evaluation64%

Documented sessions are within the time limit91%

Non-attendance12%

The numbers in this plate are illustrative. Actual indicators are built from your position’s operating data, It is displayed for each role within its authority.

Start with a straightforward management question

Reports are not evaluated by their number, but by their ability to move a decision. These six questions are what really concerns center managers; Each has a report that answers it and a decision that results from it. In the demo, ask that they be presented to you in this order, not in the order of the menus in the system.

Administrative question The report that answers it Consequential decision

Are we investing our capacity?

Occupancy of specialist tables and rooms by branch, period and day.

Modifying tables or services

Why is the wait so long?

The waiting time for the appointment, the waiting time inside the center, and peak times.

Recruit or reallocate times

Where do we miss appointments?

Cancellation and non-attendance, their reasons, and the percentage of vacancies filled.

Reminder or Fee Policy

Is the documentation in order?

Undocumented and late sessions according to the specialist.

Supervisory follow-up

Are the plans completed?

Post-assessed closed versus interrupted episodes, and average episode sessions.

Review of follow-up programs

Where does collection falter?

Overdue dues, package balances, discounts and refunds.

Modify payment policy

Operation and attendance indicators

Occupancy, confirmation, cancellation, no-show and waiting indicators are available for comparison by branch, specialist, service and period. Comparison is what turns a number into information: 12% is not present with a meaningless number until you know that it is 4% in one branch and 20% in another.

Table occupancy The percentage of times reserved from the available capacity of the specialist, room and branch.

Confirmation and attendance Percentages of appointment confirmation, actual attendance, and lateness to the appointment.

Cancellation and its reasons Cancellation within and outside the deadline, by the client or the centre.

Waiting time Waiting to get an appointment and waiting for the client inside the center.

Unserved request Waitlist requests that did not find an appointment and how long they will stay.

Most requested services Distribute sessions to services and categories for capacity planning.

Compare branches Same indicators compared between branches over the same period.

In-person versus remote The share of each channel and its impact on attendance, cancellations and revenue.

Follow up care completeness and data

Some of the most important reports are not performance indicators but action lists: what is not completed and needs action today. These lists are what prevent case leaks and maintain the quality of the data on which the rest of your reporting is built.

Pending Reviews

Forms sent but not filled out, or filled out but not yet reviewed by the specialist, depending on the case and period.

Unauthenticated sessions

Sessions were carried out and their observation was not approved within the time limit, arranged according to the specialist and the duration of the delay.

Plans past due date for review

Care plans that were due for review but were not reviewed, so the delay appears before it turns into a disruption.

Cases with no upcoming appointment

Active episodes of care without a scheduled appointment — the clearest early indicator of client dropout.

Missing data

Files with missing identification fields or expired consents, which can corrupt reports later if neglected.

Comparing results over time

Path Evaluation results For case or program, available only to relevant roles.

Request these menus specifically in the demo. Colorful indicator panels look good in any system. The lists that tell your team what to do today are what differentiate between a system that is used and one that is bought and then discarded.

Financial reports and entity reports

Billing, Collections, Packages, Insurance, and Corporate reports are available, along with aggregate reports submitted by your facility to a contractor or support entity. Controlling who sees and who issues is an integral part of the report, not additional preparation.

Financial Reports

Receipts against realized revenue, unconsumed package balances, late dues, discounts and refunds and those who approved them.

Details in Billing and packages page.

Reports of contracting parties

The entity’s consumption of available sessions, and aggregate indicators about its program, without revealing the data of a specific client.

Is particularly important in Employee Assistance Programs.

View and export permissions

Every report has someone who sees it and who exports it, and each export is recorded with the name of its executor, time, and data range.

Is set at Permissions and audit log.

Select the reports that management needs

The easiest way to evaluate the system is to submit your own reports. Bring your latest report to your board or contractor, and show us how the system is being built — what needs additional setup and what’s ready.

What affects the scope of reports?

Standard reports are part of the system. What might be included in the offer is a report in a specific format imposed by a third party, calculating an indicator with a formula specific to your facility, or linking an indicator dashboard to an analysis tool you use. See Customization AndPricing factors.

Have these ready before the show

Five elements are enough to show you your reports, not public panels:

The three most important decisions management makes each month based on numbers.
A sample report to submit to the board of directors or owner.
Reports requested by your contracting authorities and their required format.
Who is allowed to see each report type and who issues it.
Any indicator that you calculate today using a formula specific to your facility.

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Questions about reports and indicators

Three questions asked by management and quality management before accreditation.

Can reports be customized?

Standard reports come with the system and are filtered by period, branch, specialist and service, and recurring nominations are saved as ready reports for your team. Data can be exported to anyone who has the authority to do so to build their analyses. A report in a format imposed by a third party, or an indicator in a formula specific to your facility, is estimated and included clearly in the offer — which is truer than the promise that “everything is customizable.”

Do you compare results directly between specialists?

Here we differentiate between two types. Operational discipline indicators — occupancy, documentation within deadline, cancellation rate — compare across specialists directly and usefully. As for the results of the therapeutic evaluation, their direct comparison is misleading: the specialist who receives the most severe cases will appear to be performing poorly when he is not. Therefore, these comparisons are presented to the professional supervisor for the purpose of supervision and development, not as a punitive evaluation tool, and we explicitly recommend this when preparing Access permissions.

Is exporting reports subject to permissions?

Yes, and exporting is a separate authority from viewing: an employee may see a report on the screen without being able to export it. Each export is recorded with the name of its port, its time, and the scope of the data it included. This is an essential officer in psychological services, because an exported file comes out of the system’s protection and onto an employee’s device. See Privacy and permissions page.

Bring your reports and we display them from within the system

Instead of looking at ready-made dashboards, tell us the decisions your department makes each month. We base the offer on your questions, and explain what is ready and what needs preparation — before contracting, not after.