This article is for practice leadership and admins that have access to Practice HQ and are using the Oasys web platform.
This guide covers the analytics dashboard and reporting system in Practice HQ — KPI tracking, session analytics, and a library of pre-built reports spanning sessions, clients, billing and revenue cycle, documents, and supervision.
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.
⚠️ The Session Status chart shows an aggregate count of unsigned sessions across the practice. There is no practice-wide report that lists which specific clinicians or sessions have unsigned notes — the count and the status breakdown are all that's available today.
3. Reports overview
Oasys includes a library of pre-built reports organized into categories — sessions, clients, billing and revenue cycle, documents, and supervision. 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 report, set your date range, and the data populates automatically. The exact set of reports can vary slightly between accounts, so your library may not show every report listed below.
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)
💡 The billing overview also has quick actions for day-to-day revenue-cycle work: Eligibility checks, Manage claims, External claims, Payment remittances, Post manual payment, and Post adjustments.
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
Reports run on demand — there's no scheduled or recurring delivery, so each export is triggered manually when the report is open.
⚠️ Completed standardized assessments and diagnostic-assessment results have no PDF export. Only fillable-PDF form completions can be downloaded as a file.
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
Where's a list of who has unsigned notes?
There isn't a practice-wide unsigned-notes report; the dashboard shows an unsigned-sessions count and a session-status breakdown only.Can I export a report?
Yes — Excel for all reports, PDF for some, from the report header. Reports run on demand (no scheduled reports).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.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.