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Reports: Analytics for your private practice

Reports: Analytics for your private practice

Reports provide data and organize information to help you run your business better. These reports include data related topics such as Monthly incomeAppointment remindersUnpaid insurance appointments, and Income allocation. Click Reports on your Calendar homepage to view your practice analytics.

Note: The reports included in your account are dynamic and constantly changing to reflect your practice records. You can choose to view and download the reports that are most helpful to you.

Here you'll find:

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Note: Each report can be downloaded as a CSV or Excel file, allowing you to easily review or print as needed. 

Important: The income-related reports do not include Stripe fees. 


Projected Income for this month

Projected Income for This Month is a dollar amount estimate for the expected revenue for a given month. This estimate combines both:

•    The client and insurance payments already collected in the month
•    The single appointment rates for all appointments scheduled for the remainder of the month
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Here's what the formula looks like:

(Client payments + Insurance payments recorded in the month to date)1 + (Fees for future non-cancelled appointments for the rest of the month)

1Once an appointment has passed and remains unpaid, it's no longer included in the Projected Income until the appointment fee is paid.

The Income tracker displays this dollar amount for the current month. If you don't want to display the dollar amounts, you can hide them at any time.

Note: This feature is currently being rolled out to customers in groups. If this feature isn't already in your account, you can submit a Help Request so we can enable it for you.

To hide the dollar amounts on the Income tracker:

  • Click the Income tracker in the navigation bar to open the flyout
  • Toggle Amounts to off

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Note: Please note that these are just estimates based off of the information entered into your account and averages related to insurance. Additionally, only Account Owners and Clinicians with Administrator Access can view Projected Income for This Month.


Income from last month

Income from Last Month shows how much income was recorded in SimplePractice for the previous month. If a payment was recorded last month, that means it's included in this number, regardless of when the appointment occurred. The number of appointments shown here denotes the number of appointments you received income from in the last month. Those can be appointments with the statuses show, no show, and/or late cancelled.

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Note: The Income tracker displays this dollar amount for the previous month.


YTD Income

This is the total sum of all the payments you've received in the current year. The number of appointments shown here denotes the number of appointments you received income from in the last year. Those can be appointments with the statuses show, no show, and/or late cancelled.

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Income


Income allocation

Note: This report was previously named Income Received by Clinician.

The Income allocation report shows the total amount of payments received by the clinician for a Pay Period. You also have the ability to create Pay Period Snapshots and view Adjustments. To learn more about this report, please see this guide: Calculating payroll for group practices

Export information

If you export this report, the downloaded file will show the date payments were made, which invoices the payments were applied to, and will include a link to take you directly to that invoice.

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Monthly income

This report details your monthly total income from both clients and insurance companies that were received during a given month, regardless of when the services for those payments occurred.

Note:  A “--” symbol means there’s no information to report. 

Export information

We recommend exporting this report to detail your end of year totals. If you export this report as a CSV or Excel file, you can manipulate it to best serve your accounting or reporting needs.


Referral income

The Referral income report details where referrals came from and the Total Revenue attributed to those sources. Total Revenue is the lifetime revenue from clients that have a referral specific source associated with them.

The Referral Sources report populates based on the date the client was added, so a client will only appear as part of the referral tallies if the date range includes the date on which that particular client was added.

This report also allows you to manage your referral sources. Clicking Manage Sources will allow you to remove sources from your list. 

You also have the option to export the Referral Sources report as an Excel or CSV file.

Note: Each role has access to this report except for SchedulersSupervisors, and Clinicians with Basic Access. Only Administrators will have access to the Total Revenue column and to Manage Sources

Tip: You can add a referral source for a client by going to the client's Overview page > Edit Details. There, scroll down to find the Referred by section, and add in the information.


Payouts

Payouts report details all of the payouts issued through your account. You can see the following details pertaining to each payout. 

  • Status of the payout
    • If the Status is Failed, hover over the i information icon to learn the details of the failure
  • The Bank/Card used for the payout
  • The Description of the payout
  • The Initiated date
    • This is the date Stripe initiates each payout
  • The Est. Arrival
    • This is the date your payout will arrive in your bank account
    • For Pending or In transit payouts, this date is the expected date 
  • The Amount of the payout

2020 Tax Report

When you click 2020 Tax Report, you'll see a green banner appear letting you know that we're compiling your report and that we'll email you letting you know when it's ready. When you receive the email, it will contain a link to download your tax report. This link will expire after 24 hours. Once your report has downloaded, it should look similar to this:

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Note: You can learn more about the Tax Report in these guides: Tax Report FAQs and Tax Report: What to do if there's a discrepancy with your Stripe fees.


Appointments


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 to easily identify billing discrepancies so that you can make the corrections you need.

Note: You can learn more about this report in this guide: Appointment Status Report: Checking the billing and documentation status for appointments


Attendance

This report is organized by client based on appointment status: Show, Cancelled, Late Cancelled, No Show.


Appointment reminders

This report keeps a record of the reminders sent to your clients in the last 30 days. You can refer to this report to check to see if a reminder was sent to a client. For more information about appointment reminders, see these guides: How to set up appointment reminders and Making sense of client reminder statuses.


Sent emails

This report gives you a record of emails that are sent from SimplePractice's system for the last 30 days. Emails include: invitations to clients to complete the intake, your schedule for today, self-scheduling invitations (Professional Plan), enrollment updates, insurance claim updates, and subscription-related emails (e.g., invoices and payments for your account).


Billing


Outstanding balances

This is an overview of the balance information for both the client and the client's insurance company. Note that the insurance payments on this report only include the insurance payments allocated to the client's appointments. You can filter this report by date, and you can also choose to view clients With Balance, to Show Details, and/or to Include Insurance.

Export information

If you export this report and the Include Insurance option is checked, the report will include each client’s insurance provider.


Client balance aging

The Client balance aging report lists monies owed out-of-pocket by clients, with respect to time. This is useful for tracking client balances, determining which clients have a past due balance, and seeing how long a balance has been overdue.

  • Current: Includes all unpaid invoices that are not yet past due
  • 1 - 30 days past due: The sum of all unpaid invoices that are past due in the last 30 days
  • 31 - 60 days past due: The sum of all unpaid invoices that are past due in the last 31 - 60 days
  • 60+ days past due: The sum of all unpaid invoices past due more than 60 days
  • Total: The entire balance due for all unpaid invoices for this client

Note:  A “--” symbol means there’s no information to report.


Clinician invoicing (group practices only)

This report shows the total amount of invoices for the selected time period. The report will show a total of invoiced and uninvoiced amounts. This will be helpful to ensure all appointments are invoiced and to keep up with the total amounts billed by each clinician.


Invoices

This report shows the status of every invoice in your account. You can sort this report by date range and by invoice status: Paid or CreditUnpaid, or Past Due.


Insurance


Unpaid insurance appointments

This report shows a list of unpaid insurance appointments for each client listed by date.

Note: To be excluded from this report, insurance payments must be saved correctly and properly mark a claim as paid.


Outstanding claims

The Outstanding claims report is an aging report on money owed from insurance companies, and it's sorted by insurance provider.

  • Unbilled: The sum of the appointment fees that have not been included on a superbill or on a CMS claim form
  • Total Charges: The sum of all insurance claims, including both electronic and printed CMS 1500 claims
  • Due 30 Days: The sum of all unpaid claims for appointments that were created more than 30 days ago
  • Due 60 Days: The sum of all unpaid claims for appointments that were created more than 60 days ago
  • Balance Due: The entire balance due for all claims created for this payer

Note:  A “--” symbol means there’s no information to report.


Filed claims

This report shows a list of all insurance claims that have been filed electronically through SimplePractice for a selected date range.


Payment Reports

This report shows a list of all payment reports (electronic EOBs) received through SimplePractice for a selected date range.


Coverage Reports

This report shows a list of all insurance coverage reports generated via SimplePractice in a selected date range.


Insurance fees

This report shows a list of charges incurred from electronic claim filing. Claims on the pay-as-you-go plan cost $.25/claim and can hold up to 6 appointments per client per claim. For more information about our claims packages, refer to this guide: How much does it cost to bill insurance through SimplePractice?

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