Report Builder

Use the Report Builder in Insights to create custom reports across your organization’s visits, referrals, scheduling, documentation, and patient experience data.

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Report categories

Each report starts by selecting a Category and one or more Key Metrics within it. The table below shows every available category and the report types it contains.

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Report controls

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Data Grouping

Data Grouping (Group by) breaks your report results into rows by dimension. Choose Facility to see one row per facility, or Provider to compare performance across providers. The available options depend on your selected Key Metric. When multiple metrics are selected, only grouping options supported by all of them appear.

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Timeframe

• Date range — Set a start and end date. Every metric is calculated using only data within this range.
• Time slice — Controls how dates are bucketed when viewing a time series. Options include Daily, Weekly, Monthly, Quarterly, Yearly, and rolling windows (Trailing 7 / 30 / 90) when supported.
• Time comparison — Some reports support Week over Week (WoW) or Month over Month (MoM) comparison, showing the prior period alongside the current one.

Available time slice options depend on the selected Key Metric.

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Filters

Filters restrict which data is included. Only records that match all selected filter values appear in results. Which filters appear depends on the selected Key Metric. The Report Builder only shows filters that apply to your current report type.

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Key metrics

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Visits Summary

Provides a high-level view of visit volume and patient counts for your selected date range.

• Total visits — Appointments with a status of Checked in, Completed, or Ongoing whose start and end dates fall within the range.
• Active patients — Distinct patients with at least one qualifying visit. Each patient is counted once.
• New patients — Patients whose first countable visit falls within the range (no prior non-cancelled, non-archived, non-no-show appointments before the range start).
• Discharged patients — Patients who had visits in the range but currently have no open case at the site.

Grouping by Facility or Provider breaks these totals into one row per dimension. Appointment status and Appointment type filters further restrict which appointments count.

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Visits Per FTE Per Day

Measures visit volume relative to provider capacity.

• Visits per FTE per day — Total qualifying appointments divided by (FTE × number of days in the period). FTE defaults to 1.0 per provider if not configured.

When grouped by Provider, each row uses that provider’s FTE and appointments. When grouped by Facility, FTEs and appointments are aggregated at the facility level.

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Referrals Over Time

Shows referral volume as a time series based on referral creation date.

• Total referrals — All referrals created in each time bucket.
• Refused referrals — Referrals marked as refused therapy.
• Accepted referrals — Referrals not refused.

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Referral Scheduled Rate

Tracks how many referrals convert to scheduled appointments.

• Scheduled referrals — Referrals that have an appointment created for them.
• Schedule rate — (Scheduled referrals ÷ Total referrals) × 100%.

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Referrals By Source

Breaks down referral counts by source type, referring provider, and/or insurance company.

• Referral count — Total referrals in each group.
• Scheduled count — Referrals with an appointment created.
• Refused count — Referrals marked as refused therapy.

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Leads By Stage

Breaks down leads and referrals by lead status (stage).

• Lead count — Number of leads in each stage.
• Scheduled count — Leads with an appointment created.
• Patient-created count — Leads linked to a new patient record.
• Refused count — Leads marked as refused therapy.
• Scheduling rate — (Scheduled count ÷ Lead count) × 100%.

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Capacity

Compares booked appointment time to available working time.

• Available working time — Derived from provider schedules (configured working hours per weekday × number of weekdays in the range).
• Booked time — Sum of appointment durations in the range.
• Filled capacity — Booked hours ÷ Available working hours. A value of 0.80 means 80% of available time was filled.

You can view this by Provider or Facility.

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Scheduling Metrics

Shows appointment counts by status for the selected date range. Only appointments whose start and end dates both fall within the range are included.

• Total appointments, Scheduled, Cancelled, No-show, Completed, In progress

Each value is a simple count of appointments matching that status. Filters and data grouping apply as expected.

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Chart Note Time to Completion

Measures the time from appointment start to chart note signed (in hours). Only non-documentation-only, signed chart notes are included.

• Average time to completion — Average hours across all qualifying chart notes.
• Minimum / Maximum — Shortest and longest completion times.
• Total chart notes — Count of notes that met the criteria.

You can break down by Provider and Facility to compare documentation speed.

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Scribe Notes

Tracks AI scribe adoption across your practice.

• Total chart notes — Non-documentation-only chart notes in the date range.
• Total scribe notes — Chart notes created with scribe-assisted documentation.
• Scribe adoption rate — (Total scribe notes ÷ Total chart notes) × 100%.

You can break down by Provider and Facility.

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NPS Summary

Based on NPS survey responses submitted within the date range. Only valid numeric responses (scores 0–10) are included.

• Promoters — Responses scoring 9 or 10.
• Detractors — Responses scoring 0–6.
• Passives — Responses scoring 7 or 8.
• NPS score — ((Promoters − Detractors) ÷ Total valid responses) × 100.
• Average rating — Average numeric score across all valid responses.

You can group by Facility or Provider.

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FAQ

What counts as a visit in the Report Builder?

A visit is any appointment with a status of Checked in, Completed, or Ongoing (in progress) whose start and end dates both fall within the selected date range. Cancelled, Archived, and No-show appointments are not counted as visits.

Which filters apply to which reports?

Facility and Provider filters are available for most report types. Appointment status and Appointment type filters only appear for appointment-based reports (such as Visits Summary and Scheduling Metrics). The Report Builder automatically shows only the filters that apply to your current selection.

How is NPS calculated?

NPS is calculated as ((Promoters − Detractors) ÷ Total valid responses) × 100. Promoters are scores of 9–10, detractors are scores of 0–6, and passives (scores 7–8) are excluded from the formula but included in the total. The result ranges from −100 to +100.

Why do some grouping options disappear when I select multiple metrics?

When you select multiple Key Metrics, only grouping and time slice options supported by all selected metrics are shown. If an option disappears, one of your selected metrics does not support it. Try selecting metrics individually to see the full range of grouping options.