đĽď¸ For practice admins using Practice HQ on the web. You need the Analytics permission to see practice analytics and open or export reports.
This article walks through the Analytics tab in Practice HQ: how sessions are counted, your Snapshot board, the Sessions, Providers, Clients and Billing pages, and the reports you can open, filter and export from them.
In this article
1. Where to find Analytics and who can see it
Analytics is its own tab in the Practice HQ sidebar.
Open Analytics in the sidebar. The Dashboard tab (your Practice HQ home) is different: it shows practice-wide action items such as overdue documents and unsigned notes.
You need the Analytics permission ("View analytics and export practice reports."), listed under Insights in Permissions. Without it, the Analytics tab and every report are unavailable.
Analytics has five pages across the top: â Snapshot, Sessions, Providers, Clients (or Patients, depending on your terminology setting) and Billing.
Clinicians also have their own Analytics tab in the provider web app (if it's turned on for them). It's separate from Practice HQ Analytics and shows only their own sessions, clients and billing. They don't see the Providers page, the provider filter or payroll figures, and their follow-up report is called Follow-up worklist instead of Provider worklist. See Analytics and reports in the Provider Guide.
If your practice is set up in Charter School mode
Analytics has four pages instead: Snapshot, Sessions, Clients (or Patients, depending on your terminology setting) and Groups.
A selector at the top right picks the academic year (August 1 to July 31), starting on the current one, or All Time.
The Snapshot shows Total Sessions, Current Active Clients (or Patients), Total Providers and, if you use community outreach, Community events.
The rest of this article describes the standard Analytics layout.
2. Filters: provider and date range
The filters at the top right of Analytics apply to every page.
Pick a provider (All providers by default).
Pick a date range: All Time, This Month (the default), Last Month, Last 3 Months or Custom Range. Click Clear to leave a custom range.
Cards with the point-in-time mark show the current state and aren't affected by the date range ("Point-in-time: shows the current state and is not affected by the date range.").
A report you open from a page starts on that page's date range and provider. You can still change both inside the report. See Reports.
3. How sessions and cancellations are counted
These rules apply to every card, chart and report in Analytics.
Only sessions that were actually attended count as conducted or completed. A no-show or cancelled appointment never counts as a session, even if a session record exists for it. Imported sessions with no appointment still count.
Late cancel is its own count. Cancelled means cancelled in advance.
Cancellations, late cancels and no-shows count only once the appointment's start time has passed.
Appointments cancelled together because a recurring series ended, a client was removed, or a provider left are counted as series-ended, not as cancellations.
Rescheduled appointments and requests still waiting for approval aren't counted as scheduled.
Waived items are left out of every unbilled figure.
An invoice is overdue when it's past its due date, or, if it has no due date, when it's more than 30 days old.
4. Snapshot
Snapshot is your own board of starred cards.
Star any card on the other pages to add it here. Unstar it to remove it.
Your stars are saved in this browser, so they won't follow you to another computer.
The default cards are:
Completed Sessions: sessions attended in the selected period.
Avg Weekly Sessions: completed sessions per week.
Cancel Rate: advance cancellations as a share of appointments that have happened (completed, no-show, late cancel and advance cancel). No-shows and late cancels are billable, so they aren't counted as cancellations. Green under 10%, yellow 10 to 20%, red over 20%.
Active Clients (60d): unique clients with a completed session in the last 60 days (not affected by the date range).
Collected: money received in the period, cash and insurance, by payment date: paid invoices, paid claims and external payments.
Outstanding: all open balances, all-time: open invoices plus the unpaid part of claims still in progress. This is everything unpaid, not just overdue.
Other cards you can star include Clients Seen, Scheduled Sessions (upcoming, active bookings), Cancelled, Late Cancels, No-Shows, Providers, Avg Sessions / Client, Net After Fees (collected minus processing fees), Overdue Invoices, Sessions by day and Sessions by provider, plus most cards and charts on the other pages.
5. Sessions
The Sessions page shows how many sessions happened, how full schedules are, and what's left to document or bill.
Reports on this page: Session summary and Cancel & no-show rates.
Key session info: Total scheduled, Conducted (attended), Completed (note signed and locked), Unbilled (the whole unbilled backlog, including billable no-shows), Cancelled (in advance, with how many the client cancelled and any series-ended cancellations noted as excluded), Late cancel and No-show.
Session volume & mix: Sessions over time (weekly bars split into completed, cancelled, late cancel, no-show and scheduled), sessions by day and by provider, session type, session type by CPT code, and session mode (telehealth, in person, phone).
Utilization: conducted time against available clinical hours, after-hours and weekend sessions, per-provider utilization, and a weekday-by-hour demand heatmap.
Access & schedule health: open capacity for the next 7, 14 and 30 days and slot fill rate (both use each provider's availability after calendar blocks and time off), cancel, no-show and missed trends (cancel excludes late cancels, missed includes them), and how far ahead cancellations happen.
Documentation attached to sessions: completed sessions with a signed note, Unsigned notes, Missing notes (conducted session, no note started), notes pending supervision review, expiring and expired treatment plans, and how long notes have been unsigned.
Billing readiness of sessions: unbilled sessions by age, and sessions that are incomplete or blocked from billing.
To see which providers and clients have unsigned or missing notes, open the Clinician follow-up report (Provider worklist on the Providers page).
6. Providers
The Providers page compares providers side by side.
Reports on this page: Provider worklist, plus Supervision sessions and Supervisee attendance if your practice uses group supervision.
Provider scorecard: for each provider, sessions conducted, caseload, cancel and no-show rates, unsigned notes, unbilled sessions, amount collected, and revenue per session.
Further sections cover productivity and capacity, documentation performance, access and client experience, billing by provider, and your supervision program (if you use supervision).
Access & client experience includes Retention, Rebook rate (next appointment within 30 days), Reached 8 sessions and Lead time to next open (days to the next free slot, allowing for calendar blocks and time off), each also broken down by provider.
7. Clients
The Clients page (or Patients) looks at your roster as a whole.
Report on this page: the Clients list, with Active, Inactive and Prospective views.
The Prospective view appears if your practice uses the waitlist and you have the Caseload permission. If your practice is set up in Charter School mode, the Inactive view is hidden.
Sections cover census and growth, the onboarding and waitlist funnel, engagement and continuity, documents status, and client balances.
Engagement & continuity includes Retention (clients seen in the previous period who are still coming), Churn (not seen or booked since) and Rebook rate (next appointment within 30 days). These follow the date range. Reached 8 sessions and Early dropout (<4) use a fixed group of clients named on the card.
8. Billing
The Billing page shows money in, money owed, and what's stuck.
Reports on this page: Billing summary, Payment history, Client billing statement, and Claims worklist (only if your practice bills insurance).
Revenue & collections: Total billed, Total collected, Fees (Stripe and platform fees together), Net collected, Pending, Collection rate, pipeline not yet collected, sessions blocked from billing, and an estimated expected loss based on how old claims are.
Cash AR: outstanding and overdue client invoices, share of cash-pay clients with a card on file, and overdue aging.
Insurance analytics: total outstanding, average days outstanding, amount over 90 days, claim count, and outstanding by status, payer and provider, plus aging and top denial codes.
Payroll: a summary of the latest pay period for the whole practice. Its figures load only for users who also have the Payroll permission.
đĄ Tip: Click Total outstanding, Unpaid invoices or Overdue invoices under Cash AR, or Booked, not billed in the collections pipeline, to see who owes what per provider in the Clinician follow-up report.
Seeing what clients still owe
Billing â Overview: the Cash outstanding, Insurance outstanding and Total outstanding tiles.
Analytics â Billing â Cash AR: click Total outstanding, Unpaid invoices or Overdue invoices to open the Provider worklist, with outstanding and overdue invoices and unpaid claims per provider and client.
Client billing statement report: one client's charges, payments and Balance Due.
Billing â Manage invoices: the Overdue tab, or the Outstanding status filter.
Billing â Manage claims: the Patient Resp. column shows the client's share of each claim.
9. Reports
Reports give detailed, filterable lists. Open one from the report cards at the top of each page.
Session summary: every session in the period with date, provider, client, service, amount charged, amount collected, session status and billing status. Filter by provider, client, status and billing status. For sessions billed with additional services, the service column lists every CPT code (for example 90837 + 90785) and the amount charged is the session's full total. Appointments removed when a series ended show a Series ended badge.
Cancel & no-show rates (opens as Missed & cancelled appointments): cancel, no-show and missed rates with a trend, a per-provider breakdown and the appointment detail.
Provider worklist: billing and documentation follow-up per provider and client. See Clinician follow-up report.
Clients list: active, inactive and prospective clients.
Billing summary: Total Billed, Total Collected, Processing Fees, Net Collected and Pending, plus Collected by channel, billing by service type and a breakdown by provider. Amounts not tied to a provider show as Practice-level (not attributed to a provider). Switch to Trends for revenue over time split by insurance and cash-pay.
Payment history: payments, with filters for provider, client and payer.
Client billing statement: choose one client to see their charges, payments and balance due.
Claims worklist: insurance claims by status, aging and payer.
Supervision sessions and Supervisee attendance: only if your practice uses group supervision.
Report filters
Date range: This Week, Last Week, This Month, Last Month, Last 30 Days, Last 3 Months, Last 6 Months, This Year, Last Year, or Custom Range.
A report opened from a page uses that page's date range. If the page is set to All Time, the report starts on Last 3 Months instead (the Provider worklist starts on All Time).
A report opened while a provider is selected shows that provider's name beside the report title. Click the Ă on it to show all providers.
The Clients list shows the current state and has no date filter.
There's no location or school filter.
The exact set of reports can vary between accounts, so you may not see every report listed here.
10. Exporting
Every report can be downloaded from its header.
Open the report and set its filters.
Click Export, then choose Export as Excel or Export as PDF.
â ď¸ Important: Reports run on demand. There's no scheduled or recurring delivery, so each export is triggered by hand while the report is open.
Frequently asked questions
Where's a list of who has unsigned notes?
Open Analytics â Providers â Provider worklist and switch to the Documentation tab. It shows notes not started, not locked, awaiting supervisor review and needing revision, per provider and client. The Practice HQ Dashboard tab also shows unsigned notes across the practice.
Can I export a report?
Yes. Every report offers Excel and PDF from the report header. Reports run on demand, with no scheduled delivery.
How far back can I run reports?
Use Custom Range to pick any period where you have data.
Can individual providers see practice-wide analytics?
Only users with the Analytics permission can see practice-wide analytics. Providers can have their own Analytics tab that shows only their own data.
Why don't Outstanding and Overdue match?
Outstanding is every open balance (invoices and claims), all-time. Overdue Invoices counts only invoices past their due date, or more than 30 days old if they have no due date.
How do I see what clients still owe?
Open Analytics â Billing and click Total outstanding under Cash AR to open the Provider worklist, or open the Client billing statement report for one client. In Billing, the Overview tiles show practice totals, and Manage invoices lists unpaid invoices on its Overdue tab or with the Outstanding filter. See Seeing what clients still owe.
Why doesn't a no-show count as a completed session?
Analytics counts only sessions that were attended. No-shows, late cancels and advance cancellations each have their own count. See How sessions and cancellations are counted.
Why did my cancellation count go down after a client was discharged?
When a recurring series ends, or a client or provider is removed, the future appointments cancelled together are counted as series-ended, not as cancellations. They're excluded from cancel counts and rates.
Why is my Snapshot different on another computer?
Starred cards are saved in your browser, so each computer has its own Snapshot.
Can I ask for a new report?
There's no in-app report request form. Contact Oasys support to suggest a report.
What's the difference between the analytics pages and reports?
The pages show cards and charts for quick reference. Reports give detailed, filterable, exportable lists for deeper analysis.