Introducing the Insights tab

To support your practice, you can dive deeper into your practice’s data through metrics in the Insights tab. You can customize how to view these metrics, and also quickly see how data has changed over time.

Important: All metrics, analytics, and data related to this feature are for informational purposes only and do not constitute professional, clinical, financial, or legal advice. Practice owners are responsible for all business and clinical decisions.

The Insights tab is only available on the Plus plan for the Account Owner and practice managers. 

Note: You can also view metrics at a glance via the Practice pulse. For more information, see Viewing your Practice pulse.

In this introductory guide, we’ll cover: 

• How do I set up my Insights tab and Practice pulse?
• What can I view under the Insights tab?
• What’s included in an Insights page?
• How am I notified of changes related to metrics under the Insights tab and Practice pulse?

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.

How do I set up my Insights tab and Practice pulse?

Before you can view the Insights tab and Practice pulse, you’ll need to complete a short setup to customize how service codes are used in your metrics. 

Mapping your service codes

During setup, you’ll map your service codes to categories based on what each code represents for your practice. This helps ensure the data in your metrics accurately reflects how your practice uses each service code.

For example, if you have a service code that represents a cancellation, you can exclude it when determining which codes represent clinical sessions. This ensures that appointments with a cancellation code aren’t included when tracking attended sessions.

To set up your service codes for the Insights tab and Practice pulse:

1. Select Analytics from the left navigation menu 
2. Click Get started

Note: You can also go to Analytics > Insights, then click Set up.

3. Click Continue
4. Select the service codes that apply to each category:
   • Consult: Initial consultations
   • Intake: A client’s first appointment
   • Clinical session: Services representing client care
     • Most metrics will only track appointments with an intake or clinical session code
   • Cancellation or no-show: Missed sessions
     • To count as a missed session in your metrics, an appointment with a cancellation or no-show code should have a matching attendance status (ex: Canceled, Late canceled, Clinician canceled, No show) 
   • Client retention tracking: Codes that are part of a client’s regular care plan
     • Select Include for codes that are part of a regular care plan and Exclude for codes that don’t apply (ex: a one-time visit)
     • The available codes are based on your intake or clinical session codes
     • The Retention rate metric only tracks appointments with service codes included in this category
   • Admin time: Administrative work, such as supervision or documentation

Tip: Click FAQs to learn more about a category and how its code mapping affects your metrics.

5. After selecting codes for a category, click Save and Continue
   • If your practice doesn’t use codes for a category, click Skip 
6. Review your untracked codes, then click Continue
7. Review your code mappings
   • To make changes, click Edit next to a category

After mapping your service codes, it may take up to 1 hour for practice metrics to reflect your selections. During this time, you’ll see a banner at the top of your Dashboard or Insights tab indicating this. 

Reviewing AI-generated suggestions

As you map service codes for each category, SimplePractice may suggest existing codes that match the category. These suggestions are generated using AI, which reviews each code’s name and description and compares them with the category definitions.

AI-generated suggestions may not always reflect how your practice uses a service code. You can select a different category for a code or leave it untracked by unchecking the code (or selecting Exclude for Client retention). 

Important: Always review AI-generated suggestions before confirming them. Make sure the suggestions reflect your clinical expertise and the codes you want included in your metrics. 

AI will never map your codes without your consent. You must review and confirm which codes will be mapped during customization. 

Note: For details on how SimplePractice handles data in AI-powered features, see the AI Addendum to the Terms of Service.

Re-mapping service codes

You can re-map service codes for your metrics after the initial setup. To do this: 

1. Navigate to Settings > Practice > Analytics
2. Scroll to the Service code mappings section
3. Click Edit next to a category

4. Select the codes that apply to the category
   • If you’re updating the Client retention category, click Include to map a code to it
5. Click Save

Note: AI only generates suggestions when you map your service codes for the first time. It won’t generate new suggestions if you update the names and descriptions of your service codes or complete service code mapping again.

What can I view under the Insights tab?

After mapping your service codes, select Analytics > Insights to view your practice metrics. 

Important: The Insights tab is available on the Plus plan to the Account Owner and practice managers. It isn’t available to other team members or on other subscription plans.

The Insights tab organizes related metrics into the following pages:

Caseload health

Under the Caseload health Insights page: 

• Retention rate: Track whether clients continue care based on their completed sessions
• Active clients: See how many clients are currently listed as Active in your practice

To learn more, see Using the Caseload health page.

Session volume

Under the Session volume Insights page: 

• Average weekly completed sessions: Track the average number of sessions your practice completes each week
• Shows: See the number of completed and upcoming sessions with the Show status for a certain timeframe or clinician
• Total sessions: Review the number of sessions across all appointment statuses for a certain timeframe or clinician

To learn more, see Using the Session volume page.

Financial performance

Under the Financial performance Insights page: 

• Cumulative income: Track the income recorded for your practice over time
• Average income per completed session: View the average income recorded for each completed session in your practice

To learn more, see Using the Financial performance page.

Important: Practice managers need the View financial dashboards and reports permission to view the Financial performance page. To grant this permission, see Updating a team member’s roles.

Attendance rates

Under the Attendance rates Insights page: 

• Overall cancellation & no show rate: Track how many sessions have a Canceled, Clinician canceled, Late canceled or No show status
• No show & late canceled rate: Review how many sessions have a Late canceled or No show status
• Metrics for the following appointment statuses:
  • No show rate
  • Late canceled rate
  • Canceled rate
  • Clinician canceled rate

To learn more, see Using the Attendance rates page.

Progress note compliance

Under the Progress note compliance Insights page: 

• On-time note completion rate: Track how many progress notes were completed on time
  • You can define what’s considered on time for this metric
• Time to completion: See the number of days it takes clinicians to complete progress notes

To learn more, see Using the Progress note compliance page.

Clinician snapshot

The Clinician snapshot Insights page summarizes the following metrics for each clinician: 

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

The Clinician snapshot page is only available to group practices.

To learn more, see Using the Clinician snapshot page.

Note: Metrics refresh once daily between 1 AM and 9 AM in your local time.

For a high-level view of key metrics, navigate to Analytics > Dashboard to view the Practice pulse. To learn more, see Viewing your Practice pulse.

What’s included in an Insights page?

Most Insights pages include a Highlights section that summarizes notable changes in your data and compares your current values with your goals.

Below Highlights, the Deep dive section displays a graph for the selected metric and a table with supporting data. Use the Show me menu to select a different metric.

Note: To export a table, click Export in the top right corner of the section and select CSV or Excel. 

For many metrics, you can use the View by dropdown to group data by:

• Time: Groups data into periods within the selected timeframe, such as weeks or months
• Clinician: If your practice has multiple clinicians, groups data by clinician and lets you sort the graph by clinician name or from highest to lowest

Some metrics may only be viewed by time. Other metrics may also only support certain views, rather than time (e.g. Completed sessions for the Active clients metric).

Use the From dropdown to change the timeframe or the Filter by dropdown to only include specific clinicians.

For some metrics, you can set definitions based on your practice’s guidelines. For example, on the Progress note compliance page, you can define how quickly a progress note must be signed to count as completed on time.

You can also set goals for certain metrics to keep a pulse on your progress and compare current values with expected targets. To learn how to set up definitions and goals for eligible metrics, 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

How am I notified of changes related to metrics under the Insights tab and Practice pulse?

Noteworthy trends or changes in your Insights and Practice pulse metrics appear as highlights at the top of the relevant Insights page.

Important: Each highlight is static and reflects the information available on the day it was generated. It will remain visible for 7 days before it’s removed or replaced by a new highlight.

You’ll also receive notifications and emails about these highlights. There are 2 types of notifications you can receive within your SimplePractice account: 

• Goal alerts: Notifications related to how your practice’s current data compares to your goals
• Rate of change alerts: Notifications related to how your practice’s data changes over time
  • Rate of change alerts can be generated regardless of whether a goal has been set

There are also 2 types of emails you can receive: 

• Goal alerts: Emails related to how your practice’s performance compares to your goals
• Weekly highlights: A weekly email sent every Monday summarizing highlights across all Insights pages

To manage notifications and emails related to your metrics:

1. Navigate to Settings > Profile > Notification preferences
2. Select Highlights, then toggle Goal alerts and Rate of change alerts on or off

3. To stop receiving emails related to weekly highlights, toggle off Weekly metrics highlights under the Emails section