Using your Analytics dashboard

The Analytics dashboard provides an overview of your practice's financial and operational performance. Through the Practice pulse and snapshots, you can view data related to income, balances, claims, appointments, and documentation.

To access your Analytics dashboard, select Analytics from the left navigation menu. The Dashboard tab will open by default.

In this guide, we’ll cover:

• Viewing your Practice pulse
• Viewing your dashboard
• Income snapshot
• Outstanding balances snapshot
• Claims filed snapshot
• Appointments snapshot
• Notes snapshot
• What access does each team member have to the Analytics dashboard?

Viewing your Practice pulse

The Practice pulse provides a quick view of key financial, caseload, and operational metrics based on your practice's data.

Note: Before you can access the Practice pulse, you’ll need to map your service codes so they’re reflected accurately for your metrics. To do this, see How do I set up my Insights tab and Practice pulse?

The Practice pulse is available on the Plus plan to the Account Owner and practice managers. For more information, see What access does each team member have to the Analytics dashboard?

Understanding your metrics

Each metric shows: 

• Its current value
• The timeframe covered
• How the value changed compared with the previous timeframe

For example, if a metric displays a value for this month, you’ll see how much this has increased or decreased since last month.

When a metric has a practice goal, you’ll also see:

• How the current value compares to your goal value
• Whether the metric is Stable or At risk
  • Stable: The current value meets or performs better than the goal
    • On pace: For the Income metric, On pace appears instead of Stable when the current value is on track to to reach the monthly goal
  • At risk: The current value doesn’t meet the goal

You can set a practice-wide goal for certain metrics to compare their current values with expected targets. To learn more about setting goals, see: 

• Setting a definition and goal for the On-time note completion rate metric
• Setting a goal for the Overall cancellation & no show rate metric
• Setting a goal for the Average weekly completed sessions metric
• Setting a goal for the Cumulative income metric
• Setting a definition and goal for the Retention rate metric

Customizing your Practice pulse

By default, the Practice pulse displays the following metrics: 

• Average weekly completed sessions
• Overall cancellation and no show rate
• Retention rate
• Average time to complete notes

To change which metrics appear on your Practice pulse:

1. Click Edit in the top right corner of your Analytics dashboard

2. Toggle the metrics you want to display

3. Click Save changes

You can select any metric in the Practice pulse to view more detail in the Analytics > Insights tab. For more information on the Insights tab, see Introducing the Insights tab.

The following metrics are available:  

The timeframe displayed for each Practice pulse metric can’t be customized. 

If a practice manager doesn’t have permission to View financial dashboards and reports, they won’t be able to access the Income and Average income per completed session metrics.

Note: Practice pulse metrics refresh once a day between 1:00 AM and 9:00 AM in your local time. Depending on when you view the Practice pulse, its values may differ slightly from live data in other sections of Analytics.

Viewing your snapshots

Snapshots are high-level visualizations of your practice’s: 

• Income
• Outstanding balances
• Claims filed
• Appointments
• Notes

If you’re the Account Owner or a clinician with entire practice access, snapshots include data for all clients and appointments in the practice. For other clinicians, snapshots only include data for their own clients and appointments.

For more information, see What access does each team member have to the Analytics dashboard?

You can adjust the date range for all snapshots except Outstanding balances. This lets you view trends over days, months, or a year.

At the top of the Dashboard tab, you can adjust the date range applied to most snapshot sections. This allows you to view trends over days, months, or a year.

Snapshot data comes from your reports, which you can access reports from the Reports tab. For more information, see Accessing your reports.

Income snapshot

The Income snapshot shows the total revenue earned during the selected date range, including client payments and insurance payments. Hover over the bars to view exact dollar amounts for each payment type.

Selecting View report opens the Income report, where you can see additional details, such as gross income, processing fees, and net income.

On the right side of the dashboard, you’ll see projected income for the upcoming month. This estimate is based on payments already received, upcoming unpaid appointments, and historical insurance reimbursement data.

Note: Projected amounts are estimates and may change as claims are processed or payments are received.

The Income tracker in the top navigation bar shows your income for the current month. If you don't want to display the dollar amounts, you can hide them:

1. Select the Income tracker to open the flyout
2. Toggle Amounts to off

Outstanding balances snapshot

The Outstanding balances snapshot shows the total amount owed to your practice by clients and insurance payers. This snapshot reflects all outstanding balances, regardless of the date range selected at the top of the dashboard. Hover over each bar to view the breakdown of:

• Unpaid vs. uninvoiced client balances
• Unpaid vs. unbilled insurance balances

Selecting View report opens the Outstanding balances report, where you can filter by clinician and view additional details.

Claims filed snapshot

The Claims filed snapshot shows the status of insurance claims submitted within the selected date range, including: 

• Paid
• Rejected
• Denied
• Deductible
• Accepted
• Other

Hover over each bar to see the number of claims in each status.

Selecting View report opens the Filed claims report for detailed claim-level information.

Note: This snapshot is only relevant for practices that accept insurance.

Appointments snapshot

The Appointments snapshot shows how appointments in the selected date range are classified by status, including: 

• Show
• Canceled
• No show
• Late canceled

Hover over the tile to see the total number of appointments with each status.

Selecting View report opens the Attendance report, which can help you identify attendance trends for specific clients or clinicians.

Notes snapshot

The Notes snapshot shows the documentation status of appointments in the selected date range, including: 

• No note
• Locked
• Supervision
• Unlocked

Hover over the tile to how many appointments fall in each category.

Selecting View report opens the Appointment status report with the Include Documentation filter applied, allowing you to review and filter note statuses by client or clinician.

Note: If group appointments are enabled, only the group note’s status is reflected in this snapshot.

What access does each team member have to the Analytics dashboard?

Important: When a team member other than the Account Owner views the Analytics dashboard, it won't include data for restricted clients. For more information, see the Limiting access to Analytics dashboard and reports section of Restricting access for a client’s profile.

SimplePractice team members have different access levels to the dashboard, depending on their role.