Reporting FAQ: Finding the Right Report

Reporting FAQ: Finding the Right Report

Reporting FAQ: Finding the Right Report

Not sure which report to run? This guide provides quick answers to common reporting questions and helps you identify the best report based on the information you need.

Quick Report Finder

I Need To...
Run This Report		Tips
Calculate supervision percentage by clientClient Service Summary ReportDivide total 97155 hours by total 97153 hours to calculate the supervision percentage.
View billable client hours by staff memberStaff Productivity ReportReview billable hours by staff member for a selected date range.
Track mileageAppointment List ReportExport to Excel and total the Distance column. Appointment locations must be entered when appointments are scheduled.
Verify whether session notes are attachedService Appointment List ReportReview appointment details and documentation status.
Review direct and indirect service hoursService Appointment List ReportExport to Excel and filter by service name to isolate direct or indirect services.
Track billable vs. non-billable appointmentsAppointment List ReportFilter by appointment type as needed.
View all billable and non-billable hoursStaff Appointment List Report or Staff Productivity ReportExport to Excel and filter by earning code or appointment type.
See total payments collectedPayment Ledger ReportUse a date range and export to Excel if additional calculations are needed.
View revenue by clientAppointment Billing Summary Report (Charge Rate) or Payment Ledger Details ReportExport and sort by client for easier review.
Review patient responsibility paymentsPayment Ledger Details ReportFilter for Family Payer transactions and export for annual totals.
Review authorization utilizationAuthorization Summary ReportCompare against the Client Profile or Authorization by Month when needed.
View supervision hours provided by a BCBASupervised Appointment List ReportExport to Excel and sort by Supervisor and Client.
Generate BHPN reporting dataBHPN ReportUse for BHPN-specific reporting requirements.
Run payroll for a staff member outside the normal payroll cyclePayroll Ad Hoc ReportUseful when payroll has not yet been processed.
View appointment cancellations by staff memberAppointment Cancellation ReportExport to Excel and create a Pivot Table to summarize cancellations by staff member.


Additional Reporting Tips

  • Use date range filters to narrow report results.
  • Export reports to Excel for advanced filtering and calculations.
  • Use Pivot Tables to summarize large data sets.
  • Compare report filters when totals do not match between reports.

Pivot Table Tips

  1. Select all of your data by clicking the triangle in the upper-left corner of the spreadsheet (between Column A and Row 1). 
  2. Navigate to Insert > PivotTable and click OK to create the pivot table.
  3. In the PivotTable Fields panel, drag and drop fields into the Rows, Values, Columns, and Filters sections to organize your data as needed.
  4. To change how a field is calculated, right-click the value within the pivot table and select Value Field Settings. From there, you can choose options such as Sum, Count, Average, Min, or Max.

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