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Understanding your Analytics dashboard and reports

Understanding your Analytics dashboard and reports

Analytics provide data and organize information to help you run your business. Included in your Analytics is a dashboard and several reports that cover topics such as Income, Appointment reminders, Unpaid insurance appointments, and Income allocation.

Note: The dashboard and reports included in your account are consistently changing to reflect your practice records, and can be viewed and downloaded at any time.

In the Analytics section of your account, you’ll find the Dashboard and the Reports page.

On the Dashboard, you can select a time period to view snapshots of the following:

Note: The Dashboard is only available on the Essential and Plus plans and is visible depending on your role in SimplePractice. Additionally, the Dashboard is part of a phased rollout. If you don't see it in your account, and have ensured you have the appropriate access level, feel free to submit a help request and we'll be happy to assist. 

The Reports in your account include the following:

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


Income snapshot

Income is the dollar amount of revenue that’s been made for a given time period you select, and includes both client and insurance payments. Hover your mouse over the tiles to see client and insurance payments:

clientpayments.simplepractice.dashboard.png

You can also find the projected revenue for the next month to the right of this section:

projectedincome.simplepractice.dashboard.png

To see the income you received on a specific date or month, hover your mouse over the corresponding bar depending on which date range you select. Clicking View report will take you to the Income Report.

Note: Only Clinicians with Administrator Access, Clinicians with Full Client List Access, Clinicians with Basic Access + Billing (for their own clients), and Practice Managers with financial dashboard and report access can view this section.

The Income tracker on the top navigation bar displays your income for the current month. If you don't want to display the dollar amounts, you can hide them at any time. To do this:

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

amounts.simplepractice.dashboard.png

Note: The amounts listed are just estimates based off of the information entered into your account and averages related to insurance. Only Account Owners, Clinicians with Administrator Access, and Practice Managers who have been granted access to financial reports can view Projected Income.


Outstanding balances snapshot

Outstanding balances shows the total outstanding client and insurance balances for all time, regardless of the date range you select. Hover your mouse over the tiles to see the income owed:

outstandingbalances.simplepractice.dashboard.png

In this dashboard, you can see the percentage of client payments that are unpaid versus uninvoiced, as well as the percentage of insurance payments that are unpaid versus unbilled. If you’d like to see the Outstanding Balances Report, click View Report

Note: Only clinicians with Administrator Access, Clinicians with Full Client List Access, Clinicians with Basic Access + Billing (for their own clients), Billers, and Practice Managers with financial dashboard and report access can view this section.


Claims filed snapshot

Claims filed displays how many claims in the selected date range were classified as Rejected, Denied, Deductible, Accepted, Paid, or Other. Click View report to see the Filed Claims Report.

Hover your mouse over the tiles to see the number of claims filed:

claimsfiled.simplepractice.dashboard.png

Note: Only Clinicians with Administrator Access, Clinicians with Full Client List Access, Clinicians with Basic Access + Billing (for their own clients), Billers, and Practice Managers with financial dashboard and report access can view this section.


Appointments snapshot

Appointments shows the number of appointments in the selected date range that are classified as Show, Canceled, No show, or Late canceled. Clicking View report will take you to the Attendance Report.

Hover your mouse over the tiles to see the number of appointments for each status:

appointments.simplepractice.dashboard.png

Note: Only Clinicians with Administrator Access, Clinicians with Full Client List Access, Clinicians with Basic Access + Billing (for their own clients), Billers, and Practice Managers with financial dashboard and report access can view this section.


Notes snapshot

Notes shows how many appointments have notes with the following statuses: No note, Unlocked, Locked, and Supervision. Click View report to view the Appointment Status Report with the Documentation filter enabled.

Hover your mouse over each tile to see the number of notes with each status:

notes.simplepractice.dashboard.png

Note: Only Clinicians with Administrator Access, Clinicians with Full Client List Access, Clinicians with Basic Access (for their own clients), Billers, and Practice Managers with financial dashboard and report access can view this section.


Income reports


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, see Calculating payroll for group practices

Export information

If you export this report, the downloaded file will include:

  • The date payments were made 
  • Which invoices the payments were applied to
  • A link to take you to each associated invoice

incomeallocation.simplepractice.reports.png


Income

The Income report details your monthly total income including client payments, insurance payments, gross income, credit card fees, and resulting net income.

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 edit 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 referrals. Total Revenue is the lifetime revenue from clients that have a referral source associated with them.

The Referral income report populates based on the date that a client was added, so a client will only appear on the reports if the date range selected includes the date when that 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 income report as an Excel or CSV file.

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

Tip: For more information on adding a referral to a client’s file, see Editing a client’s information.


Payouts

The Payouts report details all payouts issued through your account, including:

  • 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

Tax Reports

When you click 2020 Tax Report or 2021 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. Your downloaded report will look similar to this:

TaxReport2019.SimplePractice.Reports.png

Note: To learn more about the Tax Report, see Tax Report FAQs and Tax Report: What to do if there's a discrepancy with your Stripe fees.


Clients & Appointments reports


Client details

The Client details report displays basic client information that allows you to manage, filter, and export information for both active and inactive clients. This report also allows you to manage inactive clients more effectively for discharge or new appointments.

  • Client
  • Client Type
  • Clinician
  • Intake Date
  • Last Appointment
  • Address
  • City
  • State
  • ZIP
  • Phone
  • Email
  • Insurance
  • Insurance ID
  • Status

clientdetails.simplepractice.reports.png

You can filter this report by Date Range, All Clinicians, All Insurance Payers, or Client Status. This report is exportable in either a CSV or Excel file.

Note: This report is populated based on the client's initial intake date. You can update the data that appears using the date range filter. To show all of your clients, set the date range to start when your SimplePractice account was created.


Client demographics

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

  • Name
  • Contact
  • Age
  • Date of Birth
  • Assigned Sex
  • Gender Identity
  • Race
  • Relationship Status
  • Employment Status
  • Preferred Language
  • City
  • ZIP Code

clientdemographics.simplepractice.reports.png

Note: Team members will only have access to demographic information of the clients they can access in the account. See Team member roles and access levels for more information.


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 our guide on the Appointment Status Report: Checking the billing and documentation status for appointments.


Attendance

The Attendance report is organized by client based on appointment status: Show, Cancelled, Late Cancelled, No Show. You can choose whether you'd like to have inactive clients displayed or not in this report.


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. 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 (Plus and Essential plans only)
  • Enrollment updates
  • Insurance claim updates
  • Subscription-related emails (e.g., invoices and payments for your account)

Billing reports


Outstanding balances

The Outstanding balances report provides an overview of the amounts that are still owed by clients and insurance.

The Client tab includes:

  • Client name
  • Clinician (Group practices only)
  • Invoiced
  • Client Paid
  • Uninvoiced
  • Client Balance

clients.simplepractice.outstandingbalances.png

Clicking the amounts in the Uninvoiced and Client Balance column will link you to the client’s Billing page. Additionally, you can filter this report by client or clinician.

The Insurance tab includes:

  • Client name
  • Clinician(Group practices only)
  • Payer
  • Billed
  • Insurance Paid
  • Unbilled
  • Insurance Balance

insurance.simplepractice.outstandingbalances.png

The Unbilled amount is the total insurance amounts that haven’t been billed for each client. Clicking on the amount will show the client on the Unbilled appointments page. If you click on the Insurance Balance amount, you’ll be linked to Unpaid Items on the client’s Billing page. Additionally, you can filter this report by client, clinician, and insurance payer.


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. The statuses of the report include:

  • 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)

The Clinician invoicing report shows the total amount of invoices for the selected time period, including both invoiced and uninvoiced amounts.


Invoices

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


Insurance reports


Unpaid insurance appointments

The Unpaid insurance appointments report shows a list of unpaid insurance appointments for each client listed by date. Insurance payments must be saved correctly and the claim must be marked as paid to be excluded from this report.


Outstanding claims

The Outstanding claims report is an aging report on money owed from insurance companies, sorted by insurance provider. The statues on this report include:

  • 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

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


Filed claims

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


Payment Reports

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


Coverage Reports

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


Insurance fees

Insurance fees shows a list of charges incurred from electronic claim filing. Claims can include up to 6 appointments for a single client. For more information about our prices for electronic claim filing, see How much does it cost to bill insurance through SimplePractice?

 

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