The Dashboard - Managing and Analyzing Your Practice

As a business owner, you know how important analytics are to your success. To manage this, your ZPM account has a financial Dashboard. The Dashboard allows you to monitor your revenue, sessions, data, and transaction history.  There are five areas to the Dashboard, each with its own unique information.

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 across several 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.

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 some 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).

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).

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. ZPM 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.
• 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. You will have the option to export one A/R report with all unpaid invoices and bad debt in your practice, or you can choose to separate these into two documents.
• 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.
• Client Export - Contains all client contact and clinical details.  
• Stripe Payout Export - A summary of all payouts from Stripe.
• Stripe Transactions Exports - Contains all Stripe transactions.

To use this area, set the date range using the date picker below the heading of the export you are looking for, and then select the  Export button. The export will download a CSV file to you computer.

All of these exports, except the Client Export, give you the option to use Client Codes and Client IDs that 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.

In 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.

Stripe

The Stripe page gives you an overview of your Stripe transactions, including the Total Balance in Stripe, Future Payouts, and transactions In Transit.  You can select between Payouts and Payments made by clients via the tabs at the top.  You can Export a CSV of the transaction by selecting the icon on the right.