This guide covers the analytics dashboard and reporting system in Practice HQ — KPI tracking, session analytics, and 26+ pre-built report templates across appointments, clients, billing, and documents.
In this article:
1. Analytics dashboard
Where to find it: Practice HQ → Analytics or the default Home tab.
The analytics dashboard gives you a real-time snapshot of your practice's performance. It includes KPI cards, charts, and access to detailed reports.
2. KPIs and charts
The top of the dashboard shows three headline metrics:
Sessions — total sessions for the selected period with trend comparison vs. the prior period
Revenue Collected — gross revenue with platform and Stripe fee breakdown (hover for details)
Outstanding — overdue amount with count of overdue invoices
Below the KPIs:
Practice Activity chart — bar chart showing sessions per day over the selected period
Session Status chart — donut chart breaking down completed, signed, unsigned, no-show, and cancelled sessions
Date range presets: Last 30 days, Last 90 days, This Month, Last Month, This Quarter, This Year, All-time.
3. Reports overview
Oasys includes 26+ pre-built report templates organized into four categories. Each report has its own visualization (charts and tables) and can be filtered and exported.
💡 You don't need to build reports from scratch — just select a template, set your date range, and the data populates automatically.
4. Appointment reports
Monthly Appointments Report — all appointments from the last 30 days
Quarterly Appointments Report — all appointments for the current quarter
Session Type Breakdown — appointments grouped by mode (telehealth, in-person, phone) with pie chart and therapist breakdown
Sessions Conducted — detailed table of all sessions with date, therapist, client, duration, status, and mode
Therapist Performance — per-therapist metrics (see Therapist Performance section below)
5. Client reports
Client Demographics — age, gender, and location breakdowns with pie and bar charts
Active Clients List — current active clients with session counts and last visit date (snapshot, no date filter)
Inactive Clients List — clients not seen recently, useful for re-engagement outreach
Client Growth Trend — new client enrollment over time with line/area chart
Client Retention Report — retention and churn metrics with trend visualization
6. Billing reports
Monthly Billing Report — billing data from the last 30 days
Quarterly Billing Report — billing data from the current quarter
Payment History — all payments received with full lifecycle from billing to resolution, filterable by client
Claims Status Report — insurance claims breakdown by status (approved, pending, denied) with payer analysis
Revenue Report — gross vs. net revenue, average revenue per session, trends over time, and breakdown by therapist
Billing Summary — total billed, collected, pending, and collection rate with category breakdown
Insurance Aging Report — outstanding balances by aging period (0-30, 31-60, 61-90, 90+ days), broken down by payer and therapist. Highlights critical 90+ day balances.
Write-Off Report — all write-offs and adjustments categorized by type (contractual, bad debt, timely filing, other)
7. Document reports
All Documents Report — complete list of all practice documents with status, date, and type
Pending Documents — documents awaiting completion or signature with days pending
Submitted Documents — completed and submitted documents with completion date
Documents by Type — distribution by document type with bar chart
Documents by Client — document distribution across clients with per-client progress indicators
8. Therapist performance
The Therapist Performance report provides per-therapist metrics:
Total sessions completed
Session completion rate (% of scheduled sessions completed)
Revenue generated
Billed, collected, and pending amounts
Active client count
Includes a bar chart of top 10 therapists by revenue and a detailed sortable table.
9. Filters and export
Filtering
Most reports support these filters:
Date range — presets (This Week, Last Month, Last 3 Months, This Year, etc.) or custom range
Therapist — filter to a specific therapist's data
Client — filter to a specific client (available in some reports like Payment History)
Location/School — for multi-location or school-based practices
💡 Some reports are snapshots (Active Clients, Inactive Clients, Demographics) and show current-state data without date filtering.
Exporting
All reports support export to:
Excel (.xlsx) — default format for most reports
PDF — available for selected reports
Click the Export button in the report header to download.
10. Requesting new reports or assessments
If you need a report that doesn't exist yet, or want a new assessment type added to the platform:
Click Request Report in the reports section.
Describe what you need in the message field.
Optionally attach a PDF with an example or reference.
Submit the request — our team will review it.
💡 This also applies to requesting new standardized assessments. If there's a clinical measure you'd like added to the platform, use the same request flow and describe the assessment you need.
Frequently asked questions
How far back can I run reports?
Reports support custom date ranges with no hard limit. You can run them for any period where you have data.
Can individual therapists see practice-wide analytics?
Only users with Practice HQ access and the "View Analytics" permission can see practice-wide reports. Individual therapists see their own metrics on their dashboard.
Can I schedule reports to run automatically?
Not currently. Reports are generated on-demand when you open them. You can export and save them for your records.
What's the difference between the analytics dashboard and reports?
The dashboard shows real-time KPIs and charts for quick reference. Reports provide detailed, filterable, exportable data for deeper analysis.