Accessing Analytics
Here’s how to access the Analytics dashboard: if you have one or more Analytics permissions, the Analytics icon will appear in the left-side menu.
The Analytics dashboard displays all available reports along with a description of their contents. Reports can be scheduled to run Daily, Weekly, or Monthly (indicated by orange dots). For quick reference, the dashboard also shows the date each report was last generated.
Scheduled reports can be automatically emailed to key members of the hospital team, ensuring timely access to important data.
Note: To add or remove an email from the list, please contact us at [email protected].
Report Permissions
Administrative users can assign permissions to specific user roles, allowing access to individual analytics reports without granting access to all reports.
Some example roles include:
Analytics – EOD (End of Day)
Access to the Transaction Details Report, Transaction Summary Report, and Accounts Receivable Summary Report.Analytics – Inventory
Access to the Controlled Substance Report.Analytics – Doctors
Access to the Incomplete Chart Report and Patient Census Report.
The following permissions are required to access specific analytics reports:
analytics_accounts_receivable_summary_report
analytics_controlled_substance_report
analytics_deceased_patients_report
analytics_incomplete_charts_report
analytics_open_invoices_report
analytics_order_summary_report
analytics_patient_census_report
analytics_practice_summary_report
analytics_provider_summary_details_invoiced_report
analytics_provider_summary_details_collected_report
analytics_referrer_details_report
analytics_revenue_details_report
analytics_taxes_discount_report
analytics_transaction_details_report
analytics_transaction_summary_report
Please note: Scheduled Analytic Reports are not restricted by user permissions. Any emails set to receive scheduled reports will receive all reports, regardless of the recipient’s individual permissions.
Scheduling Reports
To set up a new schedule or edit an existing one:
Click the checkboxes next to the report names.
This will activate the Change Schedule button at the top right of the screen.
You can select multiple reports at once to update their schedules simultaneously.
Clicking the Change Schedule button opens a window where you can choose to send the reports Daily, Weekly, and/or Monthly.
Daily Reports: Generated from 12:00 AM to 11:59 PM for the previous day.
Weekly Reports: Generated from Sunday 12:00 AM to Saturday 11:59 PM of the same week.
Monthly Reports: Generated from the first day of the month 12:00 AM to the last day of the month 11:59 PM.
Downloading Reports
To view or download previously generated reports:
Click the name of the report in the Analytics screen.
You will be taken to a list of previously generated reports.
For each report, you can see:
The reporting period
The date the report was generated
The report schedule (Daily, Weekly, Monthly, or OnDemand)
To download a report:
Click on the desired reporting period of the report.
The report will automatically open as an Excel spreadsheet and be saved to an Instinct folder on your computer.
The downloaded file name will include your Abbreviated Practice Name, Report Name, and Report Date.
Example:
ABC Clinic – Practice Summary Report (Day of April 24, 2021)
Generate New Reports On Demand
You can generate a report anytime you need it. Follow these steps:
Click the report name to open its historical generation information.
At the top of the screen, click Generate New Report.
Select the start and end dates and times for the report.
Click Generate to create the report. Most reports can be generated for up to 186 days.
Currently, the following reports can only be generated for a maximum of 31 days at a time:
Revenue Details
Practice Summary
Taxes, Non-taxable Sales, and Discounts
Provider Summary and Details – Gross Invoicing
Provider Summary and Details – Collected Invoicing
When the report is being generated, a notification will appear in the lower-left corner of your screen. Once ready, the report will be emailed to the address on the distribution list set up by your hospital administrator.
If your email is not on the distribution list, you can still access the report by selecting the corresponding entry in the Report History.
Sorting and Filtering Exported Reports
Prepping the Spreadsheet to Sort or Filter:
To highlight all cells in the spreadsheet, click the triangle icon where the rows and columns intersect in the upper-left corner of the sheet.
You can also use keyboard shortcuts to select all cells:
Mac:
Command + AWindows:
Ctrl + A
To Sort Excel Spreadsheets:
With all cells still highlighted, click the “Sort & Filter” button on the toolbar, then select “Custom Sort”.
A popup window will appear with sorting options.
Check the box for “My data has headers”.
In the “Sort by” dropdown, select the column you want to sort.
Click “OK” to sort the spreadsheet based on your selected criteria.
To Filter Excel Spreadsheets:
Highlight the column you want to filter.
Click the “Sort & Filter” button, then select “Filter”.
A dropdown arrow will appear in the column header, allowing you to filter the data.
Filter the column: Click the dropdown arrow in the column header, then place a checkmark next to the values you want to display and click “OK”.
View filtered results: Only the rows with the selected value(s) will appear in the spreadsheet.
Creating Pivot Tables for Exported Reports
Pivot Tables: Getting Summary Insights from Raw Data
Pivot tables are a powerful way to summarize and analyze raw data quickly.
Prepping the Spreadsheet for a Pivot Table:
Highlight all cells: Click the triangle icon where the rows and columns meet in the upper-left corner of the spreadsheet.
Highlight all cells (shortcut option):
Mac:
Command + AWindows:
Ctrl + A
Creating the Pivot Table:
From the toolbar, choose Insert, then click Pivot Table.
A Create Pivot Table pop-up window will appear, where you can select the range of data you want to analyze.
Select the pivot table location: We recommend choosing New Worksheet, then click OK.
A new spreadsheet tab will be created, and you will be taken to it automatically. The tab will be blank except for the pivot table field box shown below.
Open the PivotTable Fields box: Click inside the pivot table area. The PivotTable Fields box will appear, containing four sections: Filters, Columns, Rows, and Values.
Add fields to the Pivot Table:
Drag the desired field into the Rows box, then drag it into the Values box.
In the Values box, the label will update to Sum of, Count of, etc.
To change the calculation type, click the i button and select the desired option.
View real-time updates: As you add fields to Rows and Values, the Pivot Table will update automatically with the requested data.
Remove blank rows: Click the arrow next to the Row Labels heading, then filter out blanks so they are not displayed.