đĽď¸ For providers using the Oasys web app. Clinicians have their own Analytics tab in the sidebar, separate from the practice-wide Analytics that practice admins see in Practice HQ.
This article walks you through your Analytics page: choosing a date range, building your Snapshot, what each tab shows, and how sessions and cancellations are counted. It also shows you how to open and export reports.
In this article
1. Opening Analytics
Analytics shows your sessions, clients, and billing at a glance.
Click Analytics in the sidebar.
Pick a tab: â Snapshot, Sessions, Clients (or Patients, depending on your terminology setting), or Billing. If you supervise other clinicians, you also see Supervision.
Click a section heading on a tab to open or close it.
Every number on this page is yours only: your own sessions, your own clients, and your own billing. That's true even if you're part of a practice.
â Good to know: If you don't see Analytics in your sidebar, it isn't turned on for your account. Contact your practice admin or Oasys support.
2. Choosing a date range
One date range at the top right sets the period for the whole page.
Click the date range menu. It starts on This Month.
Choose All Time, This Month, Last Month, Last 3 Months, or Custom Range.
Pick your start and end dates if you chose Custom Range. Click Clear to go back to This Month.
All tabs, including billing figures, use the same period, so the numbers line up with each other.
A few figures show current balances or backlogs and don't change with the date range. Their descriptions say so, for example Outstanding ("open balances ¡ all-time") and Unbilled ("whole backlog").
Dates follow the time zone saved in your settings.
3. Building your Snapshot
The â Snapshot tab is your own dashboard of the cards you check most.
It starts with Completed Sessions, Avg Weekly Sessions, Cancel Rate, Active Clients (60d), Collected, and Outstanding.
To add a card, click the star on it on any tab. Report cards can be starred too.
To remove a card, click its star again.
If you remove every card, the Snapshot says "Your Snapshot is empty" until you star something.
đĄ Tip: Your starred cards are saved in the browser you're using. On a different computer or browser, the Snapshot shows the starting cards until you star your favorites there too.
4. How sessions are counted
Session counts only include sessions your client actually attended. Cancellations and no-shows are counted separately.
Card | What it counts |
Total scheduled | Appointments in the period whose start time has passed: attended, cancelled in advance, cancelled late, or no-show. Upcoming appointments aren't included. |
Conducted / Completed Sessions | Sessions the client attended. Imported past sessions count as attended. |
Completed | Attended sessions whose note is signed and locked. |
Cancelled | Appointments cancelled in advance. |
Late cancel | Appointments cancelled inside your notice window. Counted on their own, not as Cancelled. |
No-show | Appointments missed without cancelling. |
Cancel Rate | Advance cancellations as a share of Total scheduled. Late cancels and no-shows are in the total but not in the cancellations. |
Unbilled | Your whole backlog of sessions not billed yet, including billable no-shows. The description line shows how many are from the selected period. |
A cancelled appointment only counts once its start time has passed.
When a recurring series is ended or a client is removed, the future appointments that were cancelled together are left out of cancellation counts and the Cancel Rate. The Cancelled card shows how many were left out as "series-ended excluded."
The Cancel Rate card is tinted green under 10%, yellow from 10% to 20%, and red above 20%.
â ď¸ Important: A no-show or cancelled appointment never counts as a conducted session, even if a session is attached to the appointment. If a number looks lower than your calendar, check the Cancelled, Late cancel, and No-show cards.
5. The Sessions tab
The Sessions tab shows how your schedule turns into conducted, documented, and billed sessions.
Reports: Session summary and Cancel & no-show rates.
Key session info: Total scheduled, Conducted, Completed, Unbilled, Cancelled, Late cancel, and No-show, each with its share of Total scheduled.
Session volume & mix: Sessions over time by week, Sessions by day, and your mix by Session type, Session type by CPT, and Session mode (telehealth, in person, phone).
Utilization: conducted hours against your available clinical hours, after-hours and weekend sessions, and when your sessions happen during the week.
Access & schedule health: open capacity and how full your offered hours are (both allow for calendar blocks and time off), cancel and no-show trends, and how far ahead clients cancel.
Documentation attached to sessions: signed, unsigned, and missing notes, plus treatment plans and supervision reviews.
Billing readiness of sessions: sessions that are unbilled, blocked from billing, or ready to bill.
6. The Clients tab
The Clients tab looks at your caseload: who you're seeing, who's staying in care, and what's missing from charts.
Reports: Clients list, your active, inactive, or prospective clients.
Census & growth: Active clients (seen in the last 60 days), Inactive / archived, Net growth %, Discharges, Minors share, couples and family units, and an age band mix.
Engagement & continuity: Avg sessions / client, Retention (clients seen in the previous period who are still coming), Churn, Rebook rate (next appointment within 30 days), Reached 8 sessions, Early dropout (<4), Avg span of care, mood check-in and diary card adoption, the gap since each client's last session, and a drop-off curve.
Docs status: chart completeness (treatment plan, a recent signed note, demographics, billing set up) and documents or estimates that need attention.
Client balances: insurance and cash-pay clients, clients with a statement balance, statement aging, and billing setup.
Retention, Churn and Rebook rate follow the date range and compare it with the period before. Reached 8 sessions and Early dropout (<4) use their own group of clients, named on the cards, so they don't change with the date range. The waitlist cards on this tab only fill in for practice staff who manage the waitlist.
7. The Billing tab
The Billing tab shows the money side of your sessions.
Reports: Billing summary, Payment history, Client billing statement, Follow-up worklist, and, if you bill insurance, Claims worklist.
Revenue & collections: Total billed, Total collected (cash and insurance), Fees, Net collected after fees, Pending, Collection rate, Pipeline not yet collected, Blocked from billing, and billing by service type.
Cash AR: Total outstanding (client balances), Unpaid invoices, Overdue invoices, Card on file %, and overdue aging. Click Total outstanding, Unpaid invoices or Overdue invoices to open the Follow-up worklist.
Insurance analytics: insurance balances still owed, average days outstanding, balances over 90 days, outstanding by status and by payer, and top denial codes.
Collected amounts count money on the date it was paid. Billed amounts count charges on the date they were created. If your practice handles payroll, pay figures are in Practice HQ, not here.
Seeing what clients still owe
Follow-up worklist: per client, outstanding invoices, overdue invoices, unpaid claims and denied or rejected claims, plus notes that need attention.
Client billing statement: pick one client to see their charges, payments, Balance Due and an aging summary.
Billing â Manage invoices: filter by the Outstanding status to list unpaid invoices.
Billing â Manage claims: the Patient Resp. column shows the client's share of each insurance claim.
8. The Supervision tab
The Supervision tab appears if your practice uses supervision and you have active supervisees.
Supervisees: your active supervision relationships.
Reviews on-time %: the share of your review decisions made within your practice's deadline.
Avg review turnaround: the time from a supervisee submitting to your decision.
If your practice runs group supervision, the Supervision sessions and Supervisee attendance reports are here too.
For how supervision works, see Supervision.
9. Opening and exporting reports
Reports give you the detailed rows behind the cards, ready to export.
Open the tab the report belongs to and click the report card under Reports.
Check the dates. The report starts with the page's date range, and you can change it inside the report.
Click Export, then choose Export as Excel or Export as PDF.
For Client billing statement, pick a client first. You can't send the statement through the portal, so download it and share it with your client directly.
Follow-up worklist shows what needs follow-up for each client, on two tabs. Billing & payments lists unbilled sessions, outstanding and overdue invoices, and any unpaid or denied claims. Documentation lists notes that are not started, not locked, awaiting supervisor review, or need revision. Click a number to see the items behind it.
In Session summary, appointments that were cancelled when a series ended carry a "Series ended" badge.
Closing a report takes you back to the card you opened it from.
Frequently asked questions
Why does my Conducted number differ from my calendar?
Conducted only counts sessions your client attended. Cancellations, late cancels, and no-shows are counted on their own cards. Upcoming appointments aren't counted until their start time has passed.
Why doesn't Outstanding change when I change the date range?
Outstanding is what's currently owed, across all time. The same goes for the other balance cards and for Unbilled.
Can I see my whole practice's numbers here?
No. This page only shows your own data. Practice admins see practice-wide analytics in Practice HQ.
How do I see what clients still owe?
Open Analytics â Billing and click Total outstanding under Cash AR to open the Follow-up worklist, or open Client billing statement for one client's Balance Due. You can also filter Billing â Manage invoices by Outstanding. See Seeing what clients still owe.
Why did my Snapshot reset?
Starred cards are saved in your browser. If you switch computers or browsers, or clear your browser data, the Snapshot goes back to the starting cards.
Are late cancellations included in the Cancel Rate?
No. The Cancel Rate only counts cancellations made in advance. Late cancels and no-shows have their own cards and are included in the total the rate is measured against.