Reports

Making sense of all your data in Open Acu.

Appointment Report

The Appointment Report shows all appointments for a given range. When running an appointment report, you can select for date, location and practitioner. 

So let's say you want to see how many treatments a practitioner did last month - select your date range, location, the practitioner name, and Appointments from the menu at the top, then click Search:

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The appointment report does NOT show detailed transaction information - for that you'll need to run a Transaction Report

 

Transaction Report

The Transaction Report shows all transactions for a given range. When running a transaction report, you can select for date, location and practitioner. 

This is the report you'll want to run anytime you want to look at financial transactions, whether for the day, week, month, etc. It differs from the Appointment Report in a few ways:

When running a transaction report, you'll select your date range, location(s), practitioner(s), and Transactions from the menu at the top, then click Search:

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The report will show detailed information for each transaction. Note that the total at the bottom of the Paid column may be different from the total at the bottom of the Balance column. This occurs when patients use credits or tokens as payment. The Paid total will always show the actual amount collected for the given date range.

The transaction report does NOT show check-ins for the date range. For that you'll need to run an Appointment Report

Detailed Transactions

There is a choice in the type of transaction reports that show all the details or line items for every transaction. Choose the "Detail TRXN" option for more details in your transactions. Note the gray lines separate transactions.

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Cancelation Report

The Cancelation Report shows all canceled appointments for a given range. To run a cancelation report, select your date range, location, the practitioner name, and Cancelation from the menu at the top, then click Search:

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Practitioner Reports

There are two practitioner reports that can be accessed from the Dashboard: the Totals Summary and Patient Return Rate. 

Practitioners may view their own reports, but not the reports of other practitioners. Clinic Owners may view reports for all practitioners.

Totals Summary Report

This report shows a summary of a practitioner’s appointments for a given date range, including number of appointments, hours, busy rate and revenue. Click the pencil icon to select a preset or custom date range: 

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Patient Return Rate Report

This report shows the number new and returning patients for each practitioner. To run this report, click the pencil icon to select a preset or custom date range:

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The columns will show numbers of new and returning patients, and the number of past and future appointments for each patient:

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If you want to sort your data, you can use the arrow button at the top of the report to download your results to a spreadsheet. 

To calculate your new patient return rate:

Detail TRXN Report

The Detail TRXN Report is similar to the Transaction Report in that it shows all transactions for a given range. The difference is that the Detail TRXN report shows anything that was entered in the Description box on a transaction.

When running a Detail TRXN report, you'll select your date range, location(s), practitioner(s), and Transactions from the menu at the top, then click Search:

Detail TRXN.png

The report can be downloaded to a CSV if you'd like to sort your data. 

The Detail TRXN report does NOT show check-ins for the date range. For that you'll need to run an Appointment Report

 

The Appointment Log

Getting to the appointment log.

The appointment log opens as a modal window from the context of the appointment.
Here are the appointment popup boxes from the schedule. The first is when clicking the checkin icon. The second is the pencil icon on appointments already checked in. Click the magnifying glass icon to see the appointment log.

checkin_with_logbtn.jpg  appt_popup.jpg

From the patient's profile page you can load the patient's appointments in the bottom right section of the page. Load past or future or cancellation appointments and look for the magnifying glass icon.

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Open ACU logs everything as it pertains to appointments.

Here is an example of a log with a Delay message.

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Delayed Messages are not the same as bounces, there is just a problem with the receiving or patient's email server. The sending part worked but the receiving server could not make the final push. The message will likely go through eventually. Our service does try 6 more times in a 72 hour period. 
Here is a FAQ on understanding delays and bounces from SparkPost our mail delivery service.

Bounced messages will make Open ACU opt-out the patient's email preference because the mailbox address is broken and we don't want to try that again. You will also see a note on the patient's account saying this.

Downloading Patient Email Addresses

You can easily download a list of patient email addresses from the Patient Return Rate report, located on the Dashboard: 

patient emails 1.png

Select your date range and Practitioner (or All Practitioners), and click Create Report. To download your results to a spreadsheet click the download button at the top of the report:

patient emails 2.png

Your patient names and email addresses will then export to a downloaded spreadsheet, where you can sort and arrange your data:

patinet emails 3.png