In Analytics, you can use OptiMantra's highly configurable and customizable reporting tool to get either summary-level or line-item details for pretty much anything you're doing in the program itself, whether that's understanding who is clocking in and clocking out when, what the services and procedures and associated payments are by patient, or what your recent supplement sales look like (and the list goes on).

TABLE OF CONTENTS

A Starter's Guide: Recommended Reports
Seeing the Report by Different Parameters: A review of how to look at the report by different parameters (page-by)
Changing Dates and Other Parameters: A quick overview of how to customize your report (change dates, move or remove fields; sort; etc.)
Exporting your Report: A summary of the ways reports can be exported to PDF, Excel or other formats
Full List of Reports
Other FAQs
Facebook Users Groups

Note that all of your OptiMantra program information automatically populates Analytics so no configuration is needed but you need to use our Superbills feature to populate your financials

If you don't see any data in Analytics, please contact your Admin to make sure you have Analytics access

A Starter's Guide: Recommended Reports

On the Navigation bar, select Analytics, then select List of Reports

We have lots of reports so you can see any of the practice data you need! But there are a few heavy-hitting reports we'll always recommend. Search the List of Reports by report name to quickly find what you're looking for - and you can view the Full List of Reports below if you're looking for something special.

Your daily financials > Daily Deposit by Date of Payment
- This report will pull up automatically when you open Analytics
- It gives you the full view of transactions that were run for that day and week - everything logged on a superbill will show up here!
- Check this daily or weekly to track your practice financials
- Like more details when you're auditing your day, try the: Patient-level Charges and Payments by Date of Payment, Payment Type, Location and with COGS
Your card transaction audit log > Actual vs. Superbill Posted Card Payments by Date of Payment
- If you use integrated/connected payments...
- It shows every card payment taken and every Superbill amount logged, so you can ensure that transactions are tied to Superbills for tracking
- Regularly audit this report to make sure your financials are tracked correctly
- For just payments run through your processor, you can also reference: Card Payments Using Opti Processors by Date of Payment
Specialized reports:
- For packages: view package usage and your outstanding financial liability with > Status of Services Packages Bought and Used (NEW)
- For profit margins:
  - On services, this one will give you total profit on services based on COGS you've set up > Patient-level Charges and Payments by Date of Payment, Payment Type, Location and with COGS
  - On inventory, this one > Supplies Sold by Patient and Provider
- For clock-in/clock-out hours tracking > Clock-in/Clock-out Results
- For insurance > View our Insurance Billing section

Note that individual reports may be dated by date of service or date of payment or both

This is always specified in the report title and depends on the report purpose; by default, financial reports are typically by date of payment and other reports are by date of service
For example, you may want to show a patient a summary of services (by service date) but for your financials see payments for those same services by date of payment (the day you actually received the funds)
Keep this nuance in mind and check the date type if you are not seeing the records you expect

Seeing the Report by Different Parameters

The Page-By option allows you to see reports by a certain field, for example by Patient, Practitioner or Location

Changing Dates and Other Parameters

Change the dates (if needed) by clicking on the Change Date Filter at the top of the page

You can change the starting and ending dates, scroll all the way down to the bottom of the page to click 'Run Report' and then scroll back up.

Note you can ignore the 3rd and 4th prompts - those are just defaults within the Analytics module OptiMantra uses; we've labeled them Ignore

Change the table to suit your needs by right-clicking on columns

For example, if you want to remove the "Charge Desc" column header, right click on it and and select "Remove from Grid"

If you want to remove particular types of information (that is, filter them out), right-click on the column header and pick "Filter On"

as seen in the above screen shot

The program will present you with the option to select one or more types of responses; select the ones you'd like to include (moving them from the Available box to the Selected) and click Apply

You can also chose to further customize your table by clicking on column/table headers and reviewing the options

Remove other columns (just click on the x in the chart title of that row or right-click and select Remove from Grid)
Move columns around
Sort on individual records within a column

Exporting your Report

Click on the Home tab at the top of the page to export the report - you can select PDF to save a PDF on the computer to be sent or Excel with or without formatting (or even HTML, CSV, or Plain text - though you likely will never need to use those options)

To export into PDF, you can also just select the PDF icon in the header (by clicking on the Red Adobe icon seen below)

To export into Excel, you will be asked if you want to include the whole report and if you want it formatted or not (typically formatted will be easier to read later on)

When exporting to Excel, you may want to unmerge the report values to make it easier to analyze the data - that is, unmerge headers so that every row is a full record - in that case

Click on Home > Report Options
And then uncheck the boxes for Merging headers

Full List of Reports

On the Navigation bar, select Analytics, then select List of Reports

Select the report you’d like to see; here are the following types of reports in the program:

Practice Financials
- Deposits/Collections
  - Daily Deposit by Date of Payment
  - Card Payments Reports
  - Actual vs. Superbill Posted Card Payments by Date of Payment
  - Card Payments Using Opti Processors by Date of Payment
- Line Item Charges Only
  - Patient-level Charges With Diagnosis
  - Practice Analysis (Charges) - Summary
- Patient-level Charges and Payments
  - Today's (Daily) Patient-level Charges and Payments Summary
  - Patient-level Charges and Payments by Date of Payment, Payment Type, Location and with COGS
  - Individual Patient Charges and Payment Summary by Date of Service
- Practitioner-level Charges and Payments
  - Practitioner-level Charges and Payments with Encounters, Appointments, and Superbills by Date of Service
- Taxes
  - Tax by Charge Category
- Insurance Billing
  - Status Of Pre-Authorizations
  - Insurance EOB by Date of Service
  - List of HCFA Details
  - Insurance Reimbursement Rates by Payer
  - Posted Claims Without Superbills
- Aging Reports
  - Customer Aging Report with Balances Due for 30-60-90 Days
  - Insurance Aging Report with Balances Due for 30-60-90 Days
- Financials by Category
  - Summary of Category (Type/Subtype) Charges and Payment
Patient Accounts and Details
- Patient Accounts
  - Patient Detailed Statements Patient Credit Memos and Applied Credits
  - Patient Detailed Statements Gift Cards List (Sold)
- Patient Lists and Counts
  - Patient List with Demographics, Background (DOB List)
  - Patient Count by Age Group
- Referrals
- Health Maintenance Items
- Patient Tags
Scheduling, Services and Supplies
- Scheduling
  - List of All Appointments by Practitioner by Date
  - Non-recurring Appointment Trends
  - List of Non-recurring Future Appointments
- Supplies and Inventory
  - Supplies Sold by Patient and Provider
  - List of Inventory
  - Inventory Changes
- Services
  - List of Services
  - Status of Services Packages Bought and Used
Other Data Tracking
- Activity (Clock in/Clock out, User Analytics)
  - Clock-in/Clock-out Results
  - OptiMantra User 7-day Account Activity
- Contact Lists

Other FAQs

Will my changes (sorting, moving columns, removing items from reports) stay after I leave the page?
- No, these changes will allow you to do ad-hoc analysis but will not be saved
I see an error – session / logout.
- Please refresh the page
I don’t want to see the breakdown by Dates or by Practitioners!
- If you want to see roll ups (aggregations) of fields, you can remove an individual attribute (Patient or Practitioner or Date or any of the other fields in the row headers) or select one of the many 'Summary' reports we have pre-built
- To remove an attribute, right click on the associated column and select Remove from Grid
Can I filter the data I see?
- Yes, right click on a column and select Filter On, then select the elements you would like to add to the filter
Will I mess up the Analytics by deleting columns or moving around the data in the reports?
- No, superbills populate most of the Analytics reports, so changing details on the superbills or deleting superbills in the only way to permanently change the reports.
- Use the undo button under the Home or refresh the page to begin the report again.

Facebook Users Groups

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