Using reports

Reports are saved views of your clinic’s data, with live totals and charts. For example, “Daily collections”, “No-shows by clinician” or “Patients due for a recall”.

Everyone has Reports in the sidebar (under More), but what you find there depends on your access:

• Staff with Create, edit and share reports see every report, and can build new ones. See Building reports.
• Everyone else sees only the reports shared with them, either with them personally or with one of their roles. If nothing has been shared yet, you see No reports have been shared with you yet.

A shared report shows everything in it

When a report is shared with you, you can run it and see all of its results, whatever your other permissions. For example, a “Daily collections” report shared with a receptionist shows them the collections, even without access to the accounts themselves. Report managers choose carefully what to share.

The report list

Each card shows the report’s name, description and when it was last updated. Report managers also see who it’s shared with. Use Search reports to find one.

A report marked Unavailable uses data from a module that’s turned off. It can’t run until the module is turned back on, or the report is edited.

Run a report

Open a report. It runs straight away and shows:

• the chart, if the report has one,
• the table of results, with the number of rows,
• the Totals row, if the report has totals.

Choose the period

Many reports have an Activity period, for example “This month” or “Last quarter”. It limits counts and totals that happen over time, such as appointments completed or money collected. Pick another period to change it.

Fill in filters

Some reports ask you for values each time they run (the report manager turned on Ask when running for those filters). Change them and select Run report. Reset puts back the report’s saved values.

Large reports

A report shows at most 10,000 rows. If more records match, you see Results are capped at 10,000 rows. Only the first 10,000 are shown, printed and exported, but the totals still include every matching record. Add filters or choose a shorter period to see everything.

Export, print, duplicate

From the buttons at the top:

• Export CSV: download the results as a CSV file for Excel or Google Sheets.
• Print: print the report. With the Print module on, it uses the Print module’s official document layout. See Print.
• More actions › Duplicate (report managers): make a copy named “name (copy)” and open it for editing, so you can change it without touching the original.

The table shows 50 rows per page at first. You can switch to 25, 100, 250 or 500 per page.

• Edit and More actions › Delete (report managers). Deleting removes the report for everyone it’s shared with.

If a report takes too long, you see This report took too long to run. Narrow it down with a shorter period or more filters.