Understanding your clients and appointments reports

The Analytics Reports tab offers several reports related to clients, appointments, and emails. These reports will help you to understand client information, appointment status, reminders, and emails from SimplePractice.​​ Each report can also be downloaded as a CSV or Excel file, allowing you to easily review or print as needed.

To access your reports, select Analytics from the left navigation menu, then the  Reports tab. 

In this guide, we’ll cover the following reports:

• Client details
• Client demographics
• Appointment status
• Attendance
• Appointment reminders
• Sent emails
• Telehealth appointments report

Tip: You can change the sorting order (ascending or descending) for all columns in each report unless otherwise stated. To do this, click the name of the column.

For more information on reports, see Accessing your reports. To learn about exporting reports, see Exporting your reports.

Client details

The Client details report displays basic information that you can manage and filter for active and inactive clients. You can also use this report to manage new appointments or inactive clients for discharge.

You can view the following for each client, based on the report's columns:

• Client
• Client type
• Clinician (Group practices only)
• Date added
• Last appointment
• Next appointment
• Address
• City
• State
• ZIP
• Phone number
• Email
• Primary insurance
• Insurance ID
• Status

Note: The ZIP column’s sort order can’t be changed.

You can filter by clinician, insurance payer, client status, client type and next appointment via the dropdown menus at the top of the page.

Tip: You can also click the title of each column to sort the data by that column.

To include contacts in this report, click More and toggle Include Contacts on.

New columns will appear to include the following information for minor clients:

• Contact name
• Contact phone number
• Contact email

Note: Contact information won't appear for any clients other than minor clients if Include Contacts is toggled on.

Client demographics

The Client demographics report displays key demographic information of all of the clients in your account, including the client’s:

• Name (under Client)
• Contact
• Age
• Date of Birth
• Sex
• Gender Identity
• Race
• Relationship Status
• Employment Status
• Preferred Language
• City
• ZIP

Tip: You can also click the title of each column to sort the data by that column.

Team members will only have access to demographic information of the clients they can access in the account. See Clinician roles available for team members and Administrative roles available for team members for more information. The Client demographics report is only available for customers on our Essential and Plus plans.

Appointment status

The Appointment status report details the financial status of every appointment in your practice. This report allows you to see the billing history for a client and easily identify billing discrepancies so you can make any corrections needed.

Note: To learn more, see Navigating the Appointment status report.

Attendance

The Attendance report records information regarding your clients’ attendance, based on the following columns:

• Client name
  • By default, this report is sorted by Client in alphabetical order
• Clinician Name (Group practices only)
  • This column will populate the clinician assigned to that appointment, even if the client is assigned a different primary clinician in their profile
• Date of service
• Location
  • This column is visible if your practice has two or more locations added
• Status

Tip: You can also click the title of each column to sort the data by that column.

To see which clients are part of a group appointment, click the appointment's Group appt row to view this.

You can filter the report using one of the dropdown menus at the top of the page. It can be filtered by the categories below:

• Date
• Client
• Location
  • This filter is visible if your practice has two or more locations added
• Status
• Clinician (Group practices only)

All team members can access this report. The following roles have access to all clients:

• Account Owner
• Clinician with entire practice access
• Clinician with full client list access
• Practice scheduler
• Practice biller
• Practice manager

The following roles only have access to clients where they’re assigned as the primary clinician:

• Clinician with basic access
• Clinician with billing access

Appointment reminders

The Appointment reminders report keeps a record of the reminders sent to your clients in the last 30 days. You can refer to this report to see if a reminder was sent to a client.

Tip: If you're part of a group practice, you can filter this report by clinician.

For more information about appointment reminders, see How to set up appointment reminders and Understanding client reminder statuses.

Sent emails

The Sent emails report gives you a record of emails that are sent from SimplePractice for the last 30 days, including:

• Invitations to clients to complete the intake
• Your schedule for today
• Online appointment requests (Essential and Plus plans only)
• Enrollment updates
• Insurance claim updates
• Subscription-related emails (e.g., invoices and payments for your account)

Tip: If you're part of a group practice, you can filter this report by clinician.

For more information on email statuses, see Understanding email statuses.

Telehealth appointments report

Note: This feature is being released in phases. If you currently don't see this feature in your account, it'll become available as the rollout continues.

The Telehealth appointments report is intended to track telehealth session activity across your practice. It’ll display the following information for each telehealth appointment, whenever available: 

• Date of service
• Client
• Clinician
• Status of the appointment
• Service code
• Scheduled start time, end time, and duration
• The time the Clinician joined at
• Actual start time, end time, and duration

Actual start time and actual end time depend on how many clients are involved in the appointment.

Note: Actual duration reflects the difference between actual start time and end time. Scheduled start time, end time, and duration are based on how the appointment is scheduled on the calendar.

This report will only include the actual start time, end time, and duration for Telehealth appointments held on or after the date you have access to the report. This ensures that the report doesn’t provide a conflicting time value for any Telehealth appointments that were documented and/or billed prior to the report’s release.