Management Reports

These reports are run from the Management tab & can pull a variety of information.

 Patient Report

The Patient Report lists the contents of the Patient Details screen according to a wide range of selection criteria, some of which need to be "enabled" (tick enable box) to activate them.

Some possible uses may be:

Master Patient Listing
Single Line Details Listing of all patients Ordered by Family Name sequence as an aid to looking up file numbers should the computer system be unavailable. This could be run every 6-12 months. Can be printed double spaced and also exported as CSV file.

Incremental New Patient Additions Report
Single Line Details, Ordered by Family Name for First In start date set to the last time that a Master Patient Listing report was run.

Practice Definable Fields on Further Details form
You may search on the five practice-definable coded fields (left column) to extract patients with those qualities.

Label Printing
It is possible to use this report to print sheets of mailing labels through inkjet or laser printers. The label sheets must be 2 x 8 labels, sixteen per sheet.

Mailing Labels and Mail merge/email
This report can print mailing labels (8x2 per sheet) and Mail merge (or email) a variety of letters eg if you wanted to send a letter to patients over 65 to come in for a free flu shot etc.

Patient Catchment Analysis
Pie Chart, Grouped by Postcode, for Postcode Range set to your main catchment area (otherwise you will get hundreds of minor postcodes which will reduce the clarity of the pie chart).

Held Accounts
Will list all private patients whose accounts have been placed on held to stop printing of account reminders.

Mail merge Functions
The Mail merge functions can be used to send letters or emails to patients using MS Word Templates that can be setup and maintained through the Management/WP_Setup/FRM Documents/Mail merge program. All Mail merge templates used in this way must start with the stem FRM Patients ……… to appear in the Mail merge documents window. If communications are sent as emails, the Word Mail merge document can either be the body of the email or an attachment to the email subject.

 Recall Report

This report/Mail merge program prints reports listing patients, who have recalls maturing within the date range nominated, and can also print First or Subsequent reminder letters using MS Word.

When letters have been printed, you have the opportunity to record the fact and the date of the letter in the original recall entry in Patient details, so medico-legally you can prove that a letter was sent on a particular date.

The Recall Content, a Mail merge field that is specific to a particular recall is entered through the Management/Practice Setup/Recall Types function.

See the Recalls article for more details regarding the Recalls Report and Letters.

 Statistics Report

The Statistics Report summarises the billing activity of each treating or referring doctor for a nominated date range (week, month, quarter, financial year) by service item. It can be run for all services or just those that include GST (by changing the Tax Code criterion from All to GST).

The Summary Style of report will only show the total number of all items rendered by each doctor, whereas the Item Details Style breaks each doctor's activity down by item number.

The number of services and the dollar value are always shown on the printed report and may be displayed on graphs and pie charts, grouped by doctor.

The Fee Group criterion offers three sets of columns – the Standard (Partnership) of fee levels, the Associate Doctors analysis and the Health Funds list. The MBS Schedule Category, Group and Sub-Group criteria can be used to limit the display of items to those within the chosen group only. Similarly the Item/Description criterion can be used to narrow the display of item details.

The total values for the GST/Statistics report can change "after the event", reflecting Voids of invoices at later dates. This means that a report printed some weeks later for the same date range may be slightly different due to Voids performed after the first printing. The later report will technically be more "accurate" as it reflects the corrections you have made.

For this reason, small differences may be seen if comparing with a Transaction Report for the same period – the Voids in the Transaction Report relate to the date that they are created and are not backdated.

 Referral Doctor Statistics Report

This is a useful report for Specialist Practices to identify those referring practitioners sending the most patients.

There are two versions available:

  • List Patients by Referral Doctor – simply list all patients sent to your practice by individual referring doctors for a range of dates. Common 'Group By' options are:
    • Referral Doctor Group - this will tell which group eg GPs or Optometrists refer to you.
    • Postcode - this will indicate where your referrals are coming from.
  • Monthly Breakdown – tells you how many first time and total number of patients have been sent for each month of the fiscal year by each referrer.

You can shorten the length of the report by setting a "minimum number of referrals" value for the doctor to print (e.g. 5 or 10 patients). You can also set back the fiscal year to an earlier year if you wish to compare years.

 Patient Service Report

This report will contain all of the criteria in the existing Patient Report but it can also be used to limit the list of patients to those meeting specific service criteria. The service criteria will be limited to:

  • Specific items billed in a specific date range (and not billed for this service since that date range), for example patients that have been billed a 721 but not a 732.
  • Groups of items that have been classified with an Analysis Group (e.g. all massage items). This would require each item be configured with the appropriate Analysis Group.

The report contains a custom SMS text box where the user can create an SMS message to be send to one patient or a number of patients eg you may want to message all patients over 65 that haven't had a flu shot to book an appointment to get one. 

The report can be previewed / printed, and contains the ability to SMS directly (as per how the current appointments SMS function operates).

The report can be launched from:

  • “Management” tab.
  • Select “Report”.
  • Select “Service Patient” report.

The user can choose the Items / Analysis group to be included or excluded for a date range.

If Items or Analysis Group are not set, the relevant criteria will not be included and the user needs to carefully select the date range as it will create different results in the report.

The SMS message will also appear in the report as a record of what was sent to the reported patients; however it is not stored in the database. The SMS message needs to be typed in (limited to 160 characters) every time you wish to send a message.

We advise clinics to print / preview a report first before sending the SMS to the patients. It is important the criteria of the report is not changed, otherwise the patients who receive messages could be different. When the SMS messages have been sent, a dialog prompt will appear and display the number of messages that have been sent.