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General Overview of Reporting

This article helps DORs efficiently locate specific reports, and understand how to use the reporting tools to extract actionable data.

Melanie Conlon avatar
Written by Melanie Conlon
Updated over 2 months ago

What's in this article?

  1. Filtering in Reports: Learn how to refine and customize report data.

  2. General Tips for Reporting: Best practices for navigating and resetting filters.

  3. 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:

  1. Monthly Trends: Use a Time Bucket for "Monthly Date of Service" to compare therapist productivity trends for October, November, and December 2024.

  2. 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.


Commonly Used Reports and Their Use Cases

Some of our most commonly used reports and their use cases are outlined below, providing tools to monitor productivity, track clinical trends, and manage operational performance.

Productivity & Labor Reports

  • Staff Productivity: Overview of therapist activity (weekly or monthly)

  • Therapist Daily Billing Logs: Daily breakdown of patient sessions, CPT codes, and billing

  • Clock In/Clock Out & Employment Hours: Useful for labor tracking

Service Delivery Reports

  • Units per Visit (UPV): Averages and trends over time by therapist or discipline

  • CPT Code Utilization: Breakdown of most-used codes by therapist and patient

  • Group & Concurrent %: Drill-down by department, building, or therapist

  • Average Treatment Minutes per Payer: Understand time allocation per payer type

Census Reports

  • Census Details: Caseload summaries, including episode start/end dates

  • Census by Discipline & Payer: Useful for staffing and caseload planning

Outcomes Reports

  • ALOS (Average Length of Stay): Track average stay in the facility, on therapy caseload, or by payer

  • Section GG Progress Over LOS: See functional gains in self-care and mobility over the full length of stay

MDS Reports

  • Section O: Total minutes captured for the ARD—filterable by patient and date

  • Section GG: View a single snapshot of Self-Care and Mobility scores on specific dates

  • Case Mix Group Estimator: Estimate HIPPS and CMG groupings based on completed evaluations

Billing Reports

  • UB04 Summary: Summary of billed units by code and payer

  • Med B Cap Management: Track utilization across patients nearing threshold

P&L Reports

  • Cost per Minute: Operational cost analysis based on clock-in/out data

  • Labor Expenses: Snapshot of total staffing cost


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! 😊

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