🔷 Step 1: Create Your Custom Report
Follow these steps to set up the basic structure of your custom weekly report.
1️⃣ Go to Custom Reports
From your dashboard, navigate to:
Stats ➝ Custom Reports
2️⃣ Click “Create Report”
This opens the report setup window where you’ll configure the details of your report.
3️⃣ Fill Out the Report Settings
🔘 Visibility
Private – Only you can view/edit the report
Shared – Others on your team can access it
📝 Report Name
Enter a name you’ll recognize, e.g.,
“Weekly New Patient Tracker” or “Yearly Practice Stats”
🕒 Time Frame
Choose how much time the report will cover (daily, weekly, monthly, yearly):
🔢 Range Size
Enter the number of time periods to include (e.g., 1 month or 4 weeks)
This determines how much historical data is shown
📅 Start From
Choose where the report should start from:
Previous – Pulls data from the last completed period
Current – Pulls data from the ongoing period
Next – Future (used for scheduling)
📆 Breakdown By
Choose how to split the data inside the report:
Day – See daily trends
Week – View weekly breakdown (recommended)
Month – Monthly view inside a larger time frame
⚠️ Note: If you break down by week, partial weeks at the beginning or end of a month may show incomplete data.
⛔ (Optional) Exclude Non-Working Days (best for daily stats)
If checked, most exclude weekends from averages only
✅ Click Save
Once all settings are configured, click Save to create your report.
You’ll then be able to start adding rows and metrics in Step 2.
🔷 Step 2: Add Rows and Map Your Metrics
Now that your report is created, you can begin adding rows for each stat or metric you want to track.
1️⃣ Open Your Report
Go to Stats ➝ Custom Reports
Click the report you created in Step 1
2️⃣ Click “Edit Report”
You'll find this button in the report builder
A new section will appear where you can group related metrics
3️⃣ Add a Section
Go to Add Section.
Give each section a clear, descriptive title. Example section names:
New Patients
Financial Metrics
Office Visits
💡 Tip: Use one section per category to keep reports clean and easy to read.
✅ Click Add Section
Once your section is created, move on to adding individual metrics inside that section.
🔷 Step 2B: Add Rows (Metrics)
Each row you add will track a single stat, such as how many new patients scheduled, how much was collected, or your conversion rate.
1️⃣ Inside Your Section, Click “Add Row”
This creates a new metric row inside the section you just added.
2️⃣ Configure the Row
🏷️ Name the Row
Give the stat a clear name. Example:
Visits (Scheduled)
Visits (Checked In)
📊 Choose the Metric Type
This tells the system what kind of data to track.
Go to "Add Variable"
Select a source from the drop-down list (for example, Visits (checked in))
🔍 Apply Filters
Filters narrow down what the row includes. Common filters:
Appointment Type (e.g., New Patient, ROF)
Appointment Status (e.g., exclude "Rescheduled")
Tags (e.g., np start)
Service Codes (for CPT revenue tracking)
Example:
To track NP Shows:
Type: Visit (Checked In)
Filter: Appointment Type = New Patient
3️⃣ (Optional) Create a Formula
To calculate things like conversion rates:
Select Formula as the metric type
Use existing row values (e.g., NP Conversions ÷ NP Shows)
Set output as a percentage
Enable “Show as Average” if applicable
4️⃣ Repeat for All Stats You Need
Add a row for each important stat in your report. Suggested metrics:
📌 New Patient Metrics
NP Scheduled
NP Shows
NP Conversions
NP Conversion Rate (Formula)
💵 Financial
$ Total Collected
$ Total Billed
$ Applied Payments
🔁 Retention & Reactivation
Lost Patients
Returning Old Patients
🧾 Services
Total Services
Revenue by CPT Code
CPT Codes per Visit (Formula)
✅ Click Save
After adding all your rows, save your report. You're now ready to view, share, or automate it.
🔷 Step 3: Sending Reports
1️⃣ Go to Send Report
From your Custom Report, go to Send report.
2️⃣ Set Your Delivery Preferences
Enter the email address of the recipient(s)
Enter the email subject
Add a message (optional)
Choose to share the report in HTML file or in an Excel spreadsheet.
3️⃣ Add a schedule (optional)
Choose how often the report should be emailed:
Daily
Weekly (Recommended for weekly reports)
Monthly
Yearly
💡 Example: Choose Weekly and set the day to Monday to receive a report every Monday with the prior week’s data.
✅ You’re Done!
Your custom report is now:
Built
Organized by sections and rows
Scheduled to be emailed automatically
You can return to this report at any time to:
Add new rows or sections
Edit filters or formulas
Update delivery settings
FAQs
Q: Who can edit custom reports?
A: Managers and Administrator level users