Reports & Tools



In PatientBooks some of the reports are available directly by printing or viewing the existing tables in each window. Others are collected in the report section on the Reports & Tools window.

The reports available in the report window are the following: Clinic & Financial, Patients & Receivables, Insurance, Inventory, Vendors, Appointments & Sessions.

In the tools section you can manage the clinic info. Besides the name and address and phones it is also helpful to insert the tax rate and whether CPT is taxed or not. Although not necessary, once inserted PatientBooks can use it automatically when preparing an invoice or insurance forms.

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The reports available in the report section are the following: Clinic & Financial, Patients & Receivables, Insurance, Inventory, Vendors, Appointments & Sessions.

In the reports & tools window you can also manage the clinic info and to backup, restore, compress and repair the database and the knowledgebase files.

Compacting, repairing and keeping the database in good health can minimize any possible problems that might occur. It also makes PatientBooks work somewhat faster when everything is in order and without unnecessary data.


The following reports are available:

Clinic & Financial

Income & Expenses: Total of invoices, payments, insurance, expenses for the selected dates

Income & Expenses - Detailed: Detailed totals of invoices, payments, insurance, expenses

Aging Summary: All overdue invoices, by invoice number

Open Invoices: All open invoices or statement charges that haven't been paid

Paid Invoices: All fully paid for and closed invoices by number

Received Payments: List of payments by date


Patients & Receivables

Aging Summary: Overdue invoices for each patient

Open Invoices: Which invoices or statement charges haven't been paid

Income by Patient: Totals calculated for every patient


Insurance

Insurance Claims: List of all invoiced insurance claims sorted by date

Claims by Patient: Insurance claims totals by patient

Claims by Insurance Co: List of all invoiced insurance claims sorted by company


Inventory Reports

Inventory Valuation: Summarizes the value of your inventory

Inventory status: Summarizes the value of your inventory by vendor

Stock Alerts: View Items with Qty Alert

Purchase Orders: Orders of products, listed by date, last to first

Purchase Orders Detailed: Detailed list of products, listed by date

Received Orders: Products received from vendors listed by order date

Received Orders Detailed: Detailed list of products received by date

Payments for Products: Payments for received orders by date

Product Sales by Date: Products sold to customers between the chosen dates, order by date

Product Sales for Patient: Products sold to customers order by patient


Vendors

Purchase Order by Vendor: Orders of products, grouped by vendors

Purchase Orders Detailed: Detailed list of products, listed by vendors

Received by Vendor: Products received grouped by vendors

Received Orders Detailed: Detailed list of products received by vendors

Payments for Products: Total payments for received products for each vendor


Appointments & Sessions

Patients Seen: Patients visits list by date

Upcoming Appointments: All appointments from today

It is possible to expand or collapse the node of each section, making it easier to expose the reports most used for quicker access. The time period of which the reports are based can be set using the Date Filter on the left.



Managing the Clinic Information

Using the Clinic Info button on the top toolbar opens a window where the clinic’s information can be added:


Clinic information

Besides the name and address and phones it is also helpful to insert the tax rate and whether CPT is taxed or not. Although not necessary, once inserted PatientBooks can use it automatically when preparing an invoice or insurance forms.




Database Management

It is possible to backup, restore, compress and repair the database. The database is divided into three physical files and some of the management operations are applied differently to each.

It is a very good practice to back up your database on regular basis. When a computer suddenly crashes or brakes or gets stolen, it is the backup that can save hours of work and information, at times saving the business from a complete shutdown.

It is also suggested to compact and repair the database on regular bases. A good practice would be to do so once a month. Although the database can hold large amount of data and work flawlessly for years, still, in a technical and electronic environment many things happen such as electrical shortages, clashes of background processes in the operating system, software that take too much memory etc, which can affect the physical files.

Compacting, repairing and keeping the database in good health can minimize any possible problems that might occur. It also makes PatientBooks work somewhat faster when everything is in order and without unnecessary data.