The Reports feature gives you a quick visual picture of how your practice is doing. You can see charts about your sessions, clients, payments, insurance, and documentation, filter them by date or provider, and create your own charts by asking Assistant in plain language.
The Reports feature is in beta. Some things may look or work a little differently as we keep improving it, and we'd love to hear your feedback.
Who can use Reports
Reports are available on certain paid plans, to users with either the Admin or Practice Manager role.
Many reports are built in. To create your own custom reports with Assistant, you'll need Assistant Pro.
Opening Reports
To open Reports, click Reports in the left menu.
What you can see in Reports
Reports are organized into dashboards. Each dashboard appears as a tab at the top of the page and holds a set of reports (charts, tables, or lists).
Here's what you'll find on each tab when you first open Reports:
Practice overview
Sessions over time: completed sessions over the last 8 weeks
Caseload overview: how many clients are on the caseload, how many client contracts they are seen on, and the mix of individual, couples, and family contracts
Days to sign off: the average number of days between a session and its note being signed, by month
Revenue by month: money collected next to money refunded, over the last 6 months
Payments
Revenue by month
Billed vs collected by provider: what each provider invoiced this month compared to what was collected
Sessions
Booked events by day and hour: your busiest days and times over the last 12 weeks
Sessions over time
Booked events by status: attended, cancelled, late cancelled, or no-show
Hours delivered by provider: session hours each provider delivered, and how much of their bookable time that filled
Clients
Caseload overview: how many clients are on the caseload, how many client contracts they are seen on, and the mix of individual, couples, and family contracts
Clients not seen recently: active clients who haven't had a session in 30 days or more
Clients seen per month: how many different clients you saw each month, over the last 6 months
Caseload by sex
Top clients
Caseload by age
Documentation
Days to sign off: the average number of days between a session and its note being signed, by month
Session time charted: session time Upheal turned into notes across the practice, with the note count
Reports only reads your information. Nothing you do in Reports changes your sessions, clients, or billing records.
Adding reports
In addition to the built-in reports you’ll see when you first open Reports, you can also add reports of your own.
Reports can show information about your:
Sessions and calendar: sessions, booked appointments, and how full your providers' schedules are
Clients: your caseload, client demographics, and which insurance payers your clients use
Payments: invoices, payments, refunds and credits, and revenue
Insurance: claims, insurance payments, eligibility check results, and sessions that haven't been billed yet
Documentation and usage: how long notes take to sign off, assessment scores, and how you use Upheal over time
You can add reports to any dashboard in two ways: pick a ready-made one from the library, or (if you have Upheal Assistant Pro) describe the chart you want to Assistant. Each dashboard can hold up to 20 reports.
Adding a report from the library
The library is a collection of ready-made reports. You can type into the search bar, or filter by Payments, Sessions, Clients, or Documentation to find what you need. Each report is labeled with how it's shown, such as a line chart, bar chart, pie-style chart, table, list, or single numbers.
Click Add report.
Select Browse the report library.
Search or filter to find the report you’d like to add.
Click Add.
The report now appears on your dashboard.
Creating a report with Assistant
Creating your own reports and adding them to a dashboard with Assistant requires Assistant Pro.
If the report you want isn't in the library, describe it to Assistant in your own words and pin the answer to your dashboard. For example, you could ask for:
Refunds by month
This quarter compared to the same quarter last year
Sessions by provider
How full each provider's schedule is
Your busiest times of the week
Clients who pay late
Results of insurance eligibility checks
To create a report with Assistant:
Click Add report.
Select Ask the Assistant.
Type your request into Assistant’s text box, and click the arrow to the right.
Click Add to dashboard.
Select the dashboard you’d like to add the report to.
Your new report now appears on that dashboard alongside your other reports.
Filtering your reports
Filters let you focus on a specific time period, provider, or type of appointment.
Filtering a whole dashboard
Dashboard filters apply to every report on the tab. You can filter by:
Date range: last 7 days, last 30 days, this month, last 3 months, last 12 months, this year, or a custom range
Grouping: show results by day, week, or month
Provider
Service: the appointment type
Status: scheduled, completed, or cancelled
Every report on the dashboard updates to match your filters.
Changing filters for a single report
You can give one report its own filters, so it shows something different from the rest of the dashboard. You'll only see the filters that apply to that report.
Click the filter icon on the report.
Select the filters you’d like to use.
Click Done.
That report now uses its own filters, while the rest of the dashboard keeps the dashboard filters.
Managing your reports
Each report has its own menu with these options:
Expand report: see the report larger and centered on your screen
Download report: download the report as an image or spreadsheet
Explore with Assistant: ask follow-up questions about the report
Move to another dashboard: move the report to a different tab
Remove from dashboard: delete the report
To use one of these options:
Click the three dot icon on the report.
Select Expand, Download, Explore, Move, or Remove.
Managing your dashboards
Besides the five starting tabs, you can create your own dashboards to group the reports you care about. You can have up to 12 dashboards.
Creating a dashboard
Click New dashboard.
Type the name of your new dashboard and click Create.
Renaming a dashboard
Click the three dot icon in the upper right.
Select Rename dashboard.
Type your dashboard’s new name.
Click Save.
Deleting a dashboard
You can only delete dashboards you created. The five built-in tabs can't be deleted.
Click the three dot icon in the upper right.
Click Delete dashboard.
To confirm, click Yes, delete.