What's in this article?

Filtering in Reports: Learn how to refine and customize report data.
General Tips for Reporting: Best practices for navigating and resetting filters.
Commonly Used Reports and Their Use Cases: Insights into Clinical, Operational, Productivity, KPI, MDS, and Billing Reports.

Filtering in Reports

The filtering features allow you to refine data views and customize columns for targeted analysis.

Steps to Filter and Customize Reports

1. Apply Filters

Click the three dots next to any column.
Select "Include" or "Exclude" specific values.
Example: Filter by payer type to focus on Medicare B patients.

2. Sort Columns

Click the arrow next to a column name to sort data in ascending or descending order.
Example: Sort therapists by productivity percentage to identify top-performing staff.

3. Remove Columns

Select "Remove" to hide unnecessary columns and declutter the view.

Undo or Reset Filters

Use the Undo Button to revert recent changes.
Refresh the report interface to reset all filters and settings.

Drill-Down and Grouping

Rearrange tabs to adjust the grouping hierarchy.
- Example: Group by therapist first, then date of service.
- Common Use Case: Use this to review therapist-level data before diving into session-level details.

Time Buckets

Purpose of Time Buckets

Time Buckets allow you to analyze data over specific time periods to identify trends, compare averages, or calculate totals.

How to Use Time Buckets:

Choose a Time Bucket that aligns with your reporting needs (e.g., weekly, monthly, yearly).
Example: Use monthly buckets to compare therapist productivity trends across different months.
For custom date ranges that don’t align with standard buckets (e.g., full quarters), adjust the filter to ensure accurate data aggregation.

Tips for Success:

Time Bucket will filter Monday to Monday.
Always filter for the specific date range you want to analyze.
Use larger buckets (e.g., yearly) to get broader insights and smaller buckets (e.g., weekly) for detailed analysis.
Ignore the general column labeled for the entire bucket if you are focusing on a filtered range.

Examples:

Monthly Trends: Use a Time Bucket for "Monthly Date of Service" to compare therapist productivity trends for October, November, and December 2024.
Custom Date Ranges: If you're analyzing a specific time range that doesn't align with a standard bucket (e.g., January 10–February 10), filter by the exact dates you need and select a larger Time Bucket (e.g., quarterly) to capture broader insights.

General Tips for Using Reports

Discover general tips to efficiently navigate reports and make adjustments for a smoother reporting experience.

Scrolling

Place your cursor in the white space to scroll through the dashboard.
To scroll within the report window, move your cursor to the gray background.

Filters Across Tabs

Filters persist when moving between tabs. Always double-check your active filters.

Resetting Changes

Use the refresh button to reset all filters and settings.
Undo changes with the Undo Button to step back incrementally.

Reports and Their Use Cases

Below are the most commonly used reports and their use cases.

Productivity & Labor Reports

Productivity & Efficiency
Productivity, Efficiency, & Modes by Therapist: Overview of therapist activity (weekly or monthly)
Therapist Daily Billing Log: Daily breakdown of patient sessions, CPT codes, and billing
Hours by Discipline & Employment Type
Clock In/Clock Out: Useful for labor tracking

Service Delivery Reports

Minutes & Units
Units & Units per Visit: Averages and trends over time by therapist or discipline
Group & Concurrent %: Group & Concurrent %: Drill-down by department, building, or therapist
Average Weekly Minutes per Patient by Payer: Understand time allocation by patient per payer type
Service Code Utilization: Breakdown of most-used codes by therapist and patient

Census Reports

Therapy Census
Therapy Census Details: Caseload summaries, including episode start/end dates
Therapy Program Details: Details per program: payer type, facility admit date, discipline, eval/discharge dates, diagnoses, POC CPT codes, & latest duration/frequency.

Outcomes Reports

ALOS (Average Length of Stay): Track average stay in the facility, on therapy caseload, or by payer
Section GG- Self Care & Mobility: See functional gains in self-care and mobility over the full length of stay

MDS Reports

Dx Codes
Section O - 7 Day Lookback
Section O - Entire Length of Stay
Source for GG Levels
Self-Care & Mobility Levels

Billing Reports

UB04 Summary: Summary of billed units by code and payer. UB04 Summary (Billing tab) is not intended for month-end totals of minutes/units. It’s mainly for confirming which CPT codes were charged, not for manually summing across the month.
Missed Billing: Planned minutes where no DSN was submitted. Excludes days where a Missed Visit DSN was submitted.
Med B Cap Management: Track utilization across patients nearing threshold. Med B Cap Management is intentionally focused on $ accrued toward the Med B / Managed B cap (prior charges + RESTORE charges) to help confirm when KX should apply. It’s not meant for minutes/units validation.
Charges Outside of Certifications:

P&L Reports

Margins
Revenue by Payer
Revenue per Treatment Min
Cost per Minute: Operational cost analysis based on clock-in/out data
Labor Expenses: Snapshot of total staffing cost

Section O & CMGs

Section O: Total minutes captured for the ARD—filterable by patient and date
Case Mix Groups & HIPPS
Case Mix Group Estimator: Estimate HIPPS and CMG groupings based on completed evaluations

For Month-End Triple Check:

Service Log Matrix (SLM) is currently the best all-in-one report for a given month: total minutes/units, ICD-10 codes, Start of Care date, etc.
If a patient has multiple payers in a month, they will show on separate SLM outputs per payer.
Today, SLM downloads can be done facility-wide or by patient, but not by payer type.
Minutes & Units Report ( found in the Service Delivery tab) may actually help you a lot for the specific pain point you described:
✅ You CAN filter by payer type
✅ filter by month
✅ drill down to specific patients
✅ see totals per discipline
Limitation: it doesn’t include ICD codes or cert dates yet.

If you have any further questions or need additional assistance, please feel free to reach out to your Customer Success Representative. We're here to help! 😊

General Overview of Reporting