Reports
Ten reports in four groups. Reports in the sidebar opens the hub; each group has its own page listing what it contains.
Every report needs the View Reports permission — which, in practice, is also what lets someone see the clinic's money. Bear that in mind when building roles.
Where to Find It
Click an address to open that screen on your own clinic. The first click asks which clinic you are, then remembers it. Addresses holding a {id} or {token} need a specific record, so they are shown but not linked.
| Screen | Address |
|---|---|
| Reports hub | /reports |
| Financial reports | /reports/financial |
| Patient reports | /reports/patients |
| Operational reports | /reports/operational |
| Activity reports | /reports/activity |
| Profit & Loss | /profit-loss-report |
| Cash Flow | /cash-flow-report |
| Product and service sales | /product-sales-report |
| Patients report | /patients-report |
| Patient growth | /patient-growth-report |
| Patient receivables | /patient-receivables-report |
| Activity log | /activity-log-report |
| Drug report | /drug-report/drug={id}/start={start}/end={end} |
| Template report | /template-report/template={id}/start={start}/end={end} |
| Clinic report | /schedule-report/schedule={id}/start={start}/end={end} |
Reading One Branch, or All of Them
If your clinic has only one location, skip this section — nothing on these pages changes for you.
Once a second branch exists, every money report gains a Branch filter beside the date range, and the report says at the top what it covers: a named branch, or all branches.
The filter starts on the branch you are working in, which is what the rest of the screen already shows. The whole practice is one selection away.
- One branch — only money stamped with that branch is counted.
- All branches (consolidated) — every branch you work in, added together. The consolidated total is always exactly the sum of the same report run once per branch for the same dates. If it ever is not, stop and report it: that is the one number the whole feature stands on.
A few things worth knowing:
- A branch with no activity in the period shows zero. It is not dropped from the list — you are meant to be able to see that it earned nothing.
- A branch that closed is still there. Its history does not disappear when you switch it off, and the filter still offers it so you can read the years it traded.
- A branch opened this month contributes nothing to the months before it existed. Running a twelve-month consolidated report over a three-month-old branch is fine.
- Who sees consolidated: anyone who works in more than one branch. A person assigned to a single branch sees that branch and no whole-practice total.
- Money that predates branches was assigned to your main branch when the feature was switched on. It is real money in the right period, but it will make the main branch look busier in those early months than it really was.
Document numbers and branches
Invoice numbers, journal codes and the rest stay one unbroken sequence for the whole clinic. They do not restart per branch, and they are not split per branch — each number is simply shown with the branch beside it. That means one branch's invoices are not consecutive, which is expected.
Financial Reports
The three that answer "how are we doing".
Profit & Loss
Revenue and expenses over a period, from the posted books.
Head figures: Total Income, Total Expenses, and Net Profit or Net Loss. Then two sections, Revenue and Expenses, each totalled.
Income is counted when the service is given, paid or not, so it can read higher than Revenue, last 6 months on the dashboard, which counts only money taken. When part of it is still owed, a note under the head figures gives the amount and opens Patient Receivables on the same period and branch, where each unpaid charge is listed.
An account that ran the other way in the period is still listed, with a minus sign. A stock count that found more than the books held is a credit on Stock Shortage & Surplus, an expense account. It lowers total expenses and raises profit, and it is shown as a minus line rather than left out of the total.
- Summary mode — one line per account.
- Detail mode — every entry under each account, with its date, description and amount, each linking to the journal entry behind it, and a subtotal per account.
Filter by date range and by source type (appointment, payment, physio session, income, expense).
TIP
Detail mode is how you settle an argument about a number: click through from the figure to the entry to the appointment or receipt that created it.
Cash Flow
What actually moved through Clinic Cash, Clinic Bank Account and Digital Wallet.
Head figures: Total Inflows, Total Outflows, Net Change. Then a row per cash account with its beginning balance, inflows, outflows and ending balance, followed by every movement in detail.
Inflows and outflows count only what moved inside the chosen dates. The beginning balance is everything before the start date, so one month's ending balance is the next month's beginning balance. With no start date, the beginning balance is zero and the ending balance is the account's balance today.
A transfer between two of these accounts (cash deposited at the bank, say) shows as an outflow on one row and an inflow on the other, so it appears in both totals while the net change is unaffected.
Profit and cash are not the same thing — an unpaid appointment is revenue in Profit & Loss but nothing here until the patient pays.
Product & Service Sales
Covered in Products and Services: quantity, sales, cost and profit per product, in summary or per sale. Reads physiotherapy sessions only.
With the Inventory module on, this becomes the costed product profit report. Its check of the report's cost against the books covers the same branch as the table above it.
Patient Reports
Patients Report
The register at a glance. Head figures: Total Patients, New This Month, Active Patients, Average Appointments. Charts for Gender Distribution and Age Distribution, a table of the 15 most recent patients, then summary tables of patient and appointment statistics.
Filter by registration date range.
Patient Growth Report
New patients per month and cumulative growth. Choose either a time period (6, 12, 24 or 36 months) or an explicit date range.
The Growth Summary gives total patients, this month, last month, and the growth percentage with its direction.
Patient Receivables
Who owes the clinic money, and for how long. Built from the Patient Receivables account, so it is exactly consistent with the books.
Each patient's payments are applied to their oldest charges first. A row is a charge with what is still unpaid on it, the patient it belongs to (click through to their record), and its age in days. A charge that has been partly paid shows what is left and what it started as. Fully paid charges and payments themselves are not listed.
Head figures: Total Outstanding, Overdue (90+ days), Current Due, and Patients in credit. Then an Aging Summary in four buckets — current 0–30 days, 31–60, 61–90, and over 90.
- The end date is the "as of" day. The report shows balances as they stood on that day, counting every charge and payment up to it. A payment made after it is not counted. Leave it empty for today.
- The start date narrows the list to charges made on or after it. Older charges still absorb the payments, so a charge that was paid is never shown as a negative amount.
- Patients in credit paid more than they owe. That money is owed to them, so it is shown separately and not subtracted from what others owe. Total outstanding minus this figure is the balance of the Patient Receivables account.
TIP
This is the collections worklist. Work the 90+ bucket first, and use Journal Entries filtered by patient to see the full history before you call someone.
Operational Reports
Drug Report
Which drugs you prescribe and how often, per drug or across all of them, with a link from each row to the prescription. See Drugs and Vocabularies.
Template Report
How often each prescription template is used, by month, with the resulting prescriptions listed.
Clinic Report
Appointment volume per clinic, or per day for one clinic. See Clinics and Working Hours.
Activity Reports
Activity Log Report
The audit trail: who did what, when. Presented as a timeline grouped by day rather than a table — each item shows the time, the person, the action, the record, and field by field what changed, old value struck through and new value beside it.
Filter by entity type (patient, appointment, payment, product, prescription, journal entry, income/expense, clinic, role, user, and the HR records) and by event (created, updated, deleted, payment added, and so on), plus a date range.
TIP
This is the first place to look when a figure changed and nobody knows why, or when a payment is disputed. Every payment added, edited and deleted is recorded here with its amount and method.
Two Things to Know Before You Rely on Reports
WARNING
There are no export buttons. No CSV, no Excel, no PDF, and no print button on any report. To keep a copy, print the page from your browser or copy the figures out by hand.
Second, the date range defaults are wide — a report opened from the hub without setting dates covers everything from 2017 to tomorrow. Set the period you actually want before reading any total.
The Dashboard
Not a report, but where most people read their numbers daily — see The Dashboard.