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Stats - Custom Reports - How to create a Custom Report

A custom report in stats allows you to analyze patient data for specific time periods with a wide variety of ways to filter the data

Updated over a month ago

Purpose

Custom Reports let you analyze patient, visit, and financial data over specific time periods. Use them to track weekly performance, monitor trends, calculate conversions, and automatically share insights with your team.

Definitions

Custom Report
A user-built report that displays selected metrics over a defined time period.

Section
A labeled group of related metrics inside a report (example: New Patients, Financial Metrics).

Row (Metric)
A single line in a report that tracks one or more variables and returns a calculated value.

Variable
A data source used in a row calculation (example: Visits (Checked In)).

Calculation Row
A row that calculates a value using other rows or variables (example: conversion rates).

Time Frame
The overall reporting period (daily, weekly, monthly, yearly).

Range Size
The number of time periods included in the report (example: last 4 weeks).

Breakdown
How data is split within the report (by day, week, or month).

Rules and Constraints

  • Only Managers and Administrators can create or edit Custom Reports.

  • A row can contain more than one variable.

  • TrackStat recommends using one variable per row to make calculations easier to understand and troubleshoot.

  • Using single-variable rows allows each data point to be reviewed independently when formulas return unexpected results.

  • Formula rows can reference existing rows or variables.

  • You cannot calculate a variable inside another calculation.

  • If the Expression field is left blank, the row will return all zeroes.

  • Partial weeks may appear when breaking down by week at the beginning or end of a date range.

  • Excluding non-working days affects averages only.

Navigation Paths

Stats → Custom Reports

Step-by-Step Instructions

Step 1: Create a Custom Report

  1. Go to Stats → Custom Reports.

  2. Click Create Report.

Configure Report Settings

  • Visibility

    • Private: Only you can view or edit the report.

    • Shared: Other team members can access it.

  • Report Name

    • Example: Weekly New Patient Tracker

  • Time Frame

    • Daily, Weekly, Monthly, or Yearly

  • Range Size

    • Number of periods to include (example: 4 weeks).

  • Start From

    • Previous: Pulls data from the last completed period

    • Current: Pulls data from the ongoing period

    • Next: Future period (used for scheduling)

  • Breakdown By

    • Day, Week, or Month

  • Exclude Non-Working Days (optional)

    • Best used for daily statistics

Click Save.

Step 2: Add Sections and Metrics

Open and Edit the Report

  1. Go to Stats → Custom Reports.

  2. Open your report.

  3. Click Edit Report.

Step 2A: Add Sections

  1. Click Add Section.

  2. Name the section clearly.

Example sections:

  • New Patients

  • Financial Metrics

  • Office Visits

Click Add Section.

Step 2B: Add Rows (Metrics)

Each row tracks a stat or calculation.

  1. Inside a section, click Add Row.

  2. Name the row (example: Visits Checked In).

  3. Click Add Variable.

  4. Select a variable source, such as:

  • Visits (Scheduled)

  • Visits (Checked In)

  • Unique / Active Patients

  • New Patients (Scheduled 1st Visit)

  • New Patients (Checked In 1st Visit)

  • Second Visit (Scheduled or Checked In)

  • Lost Patients

  • Reactivation

  • Patients With Care Package

  • CPT Codes

  • $ Total Collected

  • $ Total Billed

  • $ Applied Payments

Enter A in the Expression field.

Best practice: Use one variable per row so each metric can be reviewed and reused in formulas.

Apply Filters (Optional)

Filters narrow what data is included in a row.

Standard filters include:

  • Appointment Provider

  • Appointment Type / Purpose of Visit

  • Appointment Status

  • Tags

  • CPT Codes

  • Insurance Company

  • Referral Source

  • Age

  • Sex

  • City, State, Zip Code

Advanced filters (Unique / Active Patients only):

  • Minimum Visits Required

  • Time Period (Days)

Example: To track New Patient Shows

  • Variable: Visits (Checked In)

  • Filter: Appointment Type = New Patient

Create Formula Rows (Optional)

Use formulas to calculate percentages and ratios.

  1. Add a new row.

  2. Select Formula as the metric type.

  3. Reference existing rows or variables (example: NP Shows ÷ NP Scheduled).

  4. Choose the output type (number or percentage).

  5. Select Show Averages (calculation) & Show Average Column

    1. This means you are referencing the row totals in the calculation. Example, if week 1 = 2 and week 2=3, it would be 2+3 = 5 used in the calculation.

Save Your Report

Click Save after all sections, rows, filters, and formulas are added.

Step 3: Send and Schedule Reports

  1. Open your Custom Report.

  2. Click Send Report.

Configure Delivery

  • Enter recipient email addresses.

  • Enter an email subject.

  • Add a message (optional).

  • Choose delivery format:

    • HTML

    • Excel

Schedule Delivery (Optional)

  • Daily

  • Weekly (recommended)

  • Monthly

  • Yearly

Example: Weekly → Monday → receives the prior week’s data.

Completion Criteria

You should see:

  • A report organized by sections and rows

  • Metrics populated for the selected time frame

  • Optional scheduled emails delivering automatically

FAQs

Q: Who can edit Custom Reports?
A: Managers and Administrator-level users only.

Q: Can a row contain more than one variable?
A: Yes. However, using one variable per row is recommended for easier troubleshooting and clearer calculations.

Q: Why is my row showing all zeroes?
A: The Expression field is blank or the applied filters exclude all data.

Q: Can formula rows reference variables directly?
A: Yes, but formulas are easier to manage when referencing rows that each contain a single variable.

Q: Why does my weekly report show partial data?
A: Partial weeks occur at the beginning or end of a date range.

Q: Can reports be emailed automatically?
A: Yes. Use the Send Report scheduling options.

Related Articles

  • Summary Reports in TrackStat

  • Advanced Filtering in TrackStat Reports

  • Understanding Patient Metrics in TrackStat

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