As a business owner, you know how important analytics are to your success. To manage this, your Zencare Practice Management account has a financial Dashboard. The Dashboard allows you to monitor your revenue, sessions, and more! There are four areas to the Dashboard, each with its own unique information.
- Year Over Year - a high level overview of your sessions and revenue growth.
- Practice Stats - an overview of your sessions and revenue.
- Clinical Stats - an overview of your client statistics.
- Data Export - downloadable information about your practice.
Year Over Year
A healthy practice is more than its numbers, but understanding these numbers is important to monitoring the success of your practice. In the Year Over Year area, you will find your sessions and revenue broken down by month and year, and a comparison across the years at the bottom.
If you have been using Zencare Practice Management across many years, you can use the Year options at the top to determine which year(s) to view. You can also filter by Location and by Therapist (for Group edition).
The Year Over Year area lists sessions which have attendance marked. It will not show projected information, only recorded information.
Group Edition - Please note only the Practice Owner has access to this information.
Practice Stats
The Practice Stats page contains line graphs and tables within a date range set by you, outlining different details about your practice as a whole. These are the details available:
- Revenue
- Sessions
- Revenue Per Session
- Discounts
- Payments Received
- Notes Signed
- Services
- Service Types
- Charges by Therapist
- Payments by Therapist
- Therapist Grades
- Attendance
The Practice Stats area includes all scheduled sessions, unlike the Year Over Year which includes only marked attendance sessions.
At the top of this page, you also have access to different filtering options to find more specific information. This includes filtering by Location, by Therapist (for Group edition), and by Date Range. At the top of most sections, you can also Search to find specific information, or use the Export button to download a copy as a CSV file (compatible with any spreadsheet program).
Group Edition - Please note only the Practice Owner has access to this information.
Clinical Stats
The Clinical Stats page contains graphs and tables within a date range set by you, outlining different details about the clients in your practice. These are the details available:
- Clients
- Client Demographics
- Forms
- Measures
- Client Tags
- Medications
- Referral Source
- Third Party / Insurance
- Aged Waitlist
- Waitlist by Service
The Clinical Stats area includes all clients, as long as the relevant field is filled in.
At the top of this page, you also have access to different filtering options to find more specific information. This includes filtering by Therapist (for Group edition), and by Date Range. At the top of most sections, you can also Search to find specific information, or use the Export button to download a copy as a CSV file (compatible with any spreadsheet program).
Group Edition - Please note only the Practice Owner has access to this information.
Data Export
Data Exports are the raw data from your Zencare Practice Management account. You can use these to analyze how many hours you are spending in a session, to balance payments at the end of the day, to complete your taxes, and for much more! Zencare Practice Management supplies you with eight variants of exports:
- Session Export
Detailed description of sessions created within the date range. - Payment Export
Different from the Receipt Export, though it has the same information. This export creates a list of all payments made to which invoice or session, even if a client paid in lump sum, so you know exactly how much was paid where. This is helpful for larger practices that balance payments at the end of each day.
- Receipt Export
Creates a file with all receipt data (in spreadsheet form instead of PDF invoices), so you can download just that data if you need it. This is different from the Payment Export, as you will get a single total for each receipt, regardless of the number of invoices involved.*Note - Status VOID indicates a receipt which has been deleted or voided.* - Accounting Export
Provides all financial data that you (or your accountant!) will need to clear up your end-of-year books. This file is friendly with accounting programs like QuickBooks.
- Invoice Export
Creates a file with all invoice data (in spreadsheet form instead of PDF invoices), so you can download just that data if you need it.*Note - Status VOID indicates an invoice which has been deleted or voided.*
- Therapist Payment Export
Detailed breakdown of sessions and payments, including session and service types, session details including attendance, invoice details, and payment details. Solo users can disregard this export entirely.
- Refunds Export
Summary of all refund transactions that have been processed. The date column in this export refers to the date that the refund was processed, not the date of the original transaction.
- A/R Report
Summary of all unpaid invoices and bad debt in your practice.
- Client Export
Detailed summary of all of your clients, including contact information, status, and clinical details.
- User Audit Log
Summary of all user activity within the account.
All of these exports (except the Client Export) give you the option to use Client Codes and Client IDs and contain no client identifying information. This means you can send an export to your accountant without worrying about confidentiality issues. To toggle this on or off, use the Show Client Names checkbox at the top of the page.
To use this area, set the date range using the date picker below the heading of the export you are looking for, and then press the orange Export button. The export will save to your Downloads folder on your computer as a CSV File. A CSV file is like a spreadsheet, only simpler, and it works fine any spreadsheet software you might use.
Group Edition - The Data Exports available to you will also depend on your user type:
- Practice Owner - Sees all of the practice's information in each export.
- Therapist - Sees only the Therapist Payment Export, which only contains their own information.
- Office Admin - Sees all of the practice's information in each export.
For additional pointers on navigating the Dashboard, be sure to check-out the following section of our How to Get Started with Zencare Practice Management video: