Learn how to access, download, and schedule hospital reports in the analytics dashboard!
Table of Contents
Accessing Analytics
If you have one or more Analytic Permissions, you will see the Analytics icon in the left-side menu to open the Analytics dashboard:
The Analytics dashboard displays a list of available reports and a description of what’s included. These can be scheduled to be generated on a Daily, Weekly, and/or Monthly basis (orange dots), and for quick reference, we’ve included the date the last report was generated. Scheduled Analytic Reports can be automatically emailed to key individuals on the hospital team. To add or remove an email from the list, please contact us at support@instinct.vet.
📑 Report Permissions
Administrative Users can assign Permissions to User Roles allowing access to individual Analytic Reports without allowing access to all Analytic Reports.
Some new Role examples are as follows:
- Analytics – EOD (End of Day) – Includes access to Transaction Details Report, Transaction Summary Report, and Accounts Receivable Summary Report
- Analytics – Inventory – Includes access to the Controlled Substance Report
- Analytics – Doctors – Includes access to the Incomplete Chart Report and Patient Census Report
Example of what the User with the Analytics – EOD Role would see in the Analytic Section:
The following Permissions are needed to access individual Analytic Reports:
- analytics_accounts_receivable_summary_report
- analytics_controlled_substance_report
- analytics_deceased_patients_report
- analytics_incomplete_charts_report
- analytics_open_invoices_report
- analytics_order_summary_report
- analytics_patient_census_report
- analytics_practice_summary_report
- analytics_provider_summary_details_invoiced_report
- analytics_provider_summary_details_collected_report
- analytics_referrer_details_report
- analytics_revenue_details_report
- analytics_taxes_discount_report
- analytics_transaction_details_report
- analytics_transaction_summary_report
💡 Please note: Scheduled Analytic Reports are not affected by these permissions. Emails receiving Scheduled Analytic Reports will receive all reports regardless of the Users permissions.
Scheduling Reports
To set-up report schedules or to edit existing schedules, simply click on the checkboxes to the left of the report names. This will activate the Change Schedule button at the top of the screen. Note that you can select more than one report at a time!
Clicking on the Change Schedule button will open a window that allows you to choose whether you would like the reports to be sent Daily, Weekly, and/or Monthly.
- Daily Reports are generated from 12AM to 11:59PM for the previous day
- Weekly Reports are generated from Sunday 12AM to 11:59PM of the following Saturday
- Monthly Reports are generated from the First day of the month to the Last day of the month, 12AM to 11:59PM.
Downloading Reports
To view and download previously generated reports, click on the name of the report in the Analytics screen to be taken to the list of previously generated reports. You will see the reporting period of the report, when the report was generated, and the schedule of the report (Daily, Weekly, Monthly, OnDemand).
To download a report, simply click on the desired reporting period of the report and it will automatically open as an excel spreadsheet for viewing and save it to an Instinct Folder on your computer. The file name of the downloaded reports will include your Abbreviated Practice Name, Report Name, and Date of the Report. For example: ABC Clinic – Practice Summary Report (Day of April 24, 2021)
Generate New Reports On Demand
Generate a new report whenever you need it! Simply click on the report name to enter the historical generation information for the report. At the top of the screen, click on Generate New Report.
Select the start and end dates and times for the report and click on Generate. At this time, reports can only be generated for up to 31 days at a time.
A notification will appear in the lower left corner of the screen that the report is being generated and emailed to the email address on the distribution list that was set up by your hospital administrator.
If your email is not on the distribution list, you can still access the report by selecting the line that populates in the report history.
📈 Available Reports in Instinct EMR
To view detail information regarding each report, simply click on the report name!
- Accounts Receivable (A/R) Summary Report – Summary of account balances and aging
- Controlled Substance Report – Controlled substance compliance report
- Deceased Patient Report – Deceased patient details including signalment, status, ward, provider, and referring veterinarian
- Incomplete Charts Report – Summary of incomplete and unsigned charting documents
- Open Invoices Report – All currently open invoices
- Order Summary Report – Summary of counts of products/services
- Patient Census Detail Report – Patient details including signalment, status, ward, provider, referring veterinarian, and invoices
- Practice Summary Report – Key practice and financial summary metrics
- Provider Summary and Details Report – Collected Invoicing – Summary of collected invoicing by provider for payments made within the reporting period on closed invoices
- Provider Summary and Details Report – Gross Invoicing – Summary of counts and gross invoicing by provider for all invoices closed during the reporting period
- Referrer Details Report – Referrer details by hospital and referring veterinarian
- Revenue Details Report – Invoiced line item details by product or service sold
- Taxes, Non-taxable Sales, and Discounts Report – A summary of taxes, non-taxable sales, and discounts
- Transaction Details Report – Collected payment, refund, and adjustment details
- Transaction Summary Report – Summary of payment/refund/adjustment data
Sorting and Filtering Exported Reports
Prepping the Spreadsheet to Sort or Filter:
- Highlight all cells in the Spreadsheet by clicking on the triangle where the rows and columns meet in the upper left corner.
- Keyboard shortcuts can also be used! (Mac: command + A; Windows: Ctrl + A)
To Sort Excel Spreadsheets:
- With all cells still highlighted, click on the “Sort & Filter” button and then select “Custom Sort”.
- A popup will appear for Sorting options. Check the box next to “My Data Has Headers”, then in the “Sort by” drop-down select the column to sort.
- Clicking “OK” will sort the Spreadsheet for the desired information.
To Filter Excel Spreadsheets:
- Go to the column you’d like to filter the Spreadsheet by and highlight the entire column.
- Click on the “Sort & Filter” button and then select “Filter”.
- The selected column header will now have a dropdown arrow.
- Clicking on this arrow will pull open a list of values to filter by. Place a checkmark next to the values you would like to see, then click “OK”.
- Only rows with the selected filter value(s) will show on the Spreadsheet.
📊Creating Pivot Tables for Exported Reports
Pivot tables are a great way to get summary insights from raw data.
Prepping the Spreadsheet for Creating a Pivot Table:
- Highlight all cells in the Spreadsheet by clicking on the triangle where the rows and columns meet in the upper left corner.
- Keyboard shortcuts can also be used! (Mac: command + A; Windows: Ctrl + A)
Creating the Pivot Table:
- In the toolbar at the top of the spreadsheet, select Insert, then Pivot Table
- A Create Pivot Table pop-up window will appear, allowing you to choose range of the data that you want to analyze.
- Choose where to place the pivot table, we recommend selecting New Worksheet. Then click on OK
- A new spreadsheet tab will be created and you will automatically be taken to it. This tab will be blank except for the below box:
- Click within the box to open the PivotTable Fields box. This box consists of 4 areas: Filters, Columns, Rows, and Values.
- Drag the appropriate field into the Row Box, then click and drag it into the Values box. In the Values box, the label will change to sum of, count of, etc. To change how the value is being calculated, click on the i button and select the desired value.
- As Rows and Values are being added, the Pivot Table should be updating in real-time with the requested information.
- To remove any blank rows, click the arrow next to the Row Labels heading and filter the blanks so they are not displayed.
🧠Test your knowledge with our Careville Quiz!