> ## Documentation Index > Fetch the complete documentation index at: https://trainings.air.athelas.com/llms.txt > Use this file to discover all available pages before exploring further. # EHR Reports Use **EHR Reports** in **Insights** to create custom reports across your organization's visits, referrals, scheduling, documentation, and patient experience data. ## Report categories Each report starts by selecting a **Category** and one or more **Key Metrics** within it. The table below shows every available category and the report types it contains. | **Category** | **Key Metrics** | | :---------------------------- | :-------------------------------------------------------------------------------- | | **Executive Org Overview** | Visits Summary, Visits Per FTE Per Day | | **Clinic Provider** | Chart Note Time to Completion, Scribe Notes | | **Referral Management** | Referrals Over Time, Referral Scheduled Rate, Referrals By Source, Leads By Stage | | **Scheduling & Forecasting** | Capacity, Scheduling Metrics | | **Patient Experiences & NPS** | NPS Summary | ## Report controls ### Data Grouping **Data Grouping** (Group by) breaks your report results into rows by dimension. Choose **Facility** to see one row per facility, or **Provider** to compare performance across providers. The available options depend on your selected **Key Metric**. When multiple metrics are selected, only grouping options supported by all of them appear. ### Timeframe * **Date range** — Set a start and end date. Every metric is calculated using only data within this range. * **Time slice** — Controls how dates are bucketed when viewing a time series. Options include **Daily**, **Weekly**, **Monthly**, **Quarterly**, **Yearly**, and rolling windows (**Trailing 7 / 30 / 90**) when supported. * **Time comparison** — Some reports support **Week over Week (WoW)** or **Month over Month (MoM)** comparison, showing the prior period alongside the current one. Available time slice options depend on the selected Key Metric. ### Filters Filters restrict which data is included. Only records that match **all** selected filter values appear in results. | **Filter** | **What it does** | | :--------------------- | :--------------------------------------------------------------------------- | | **Facility** | Include only data for the selected facility or facilities. | | **Provider** | Include only data for the selected provider(s). | | **Appointment status** | Limit to specific statuses (Completed, Cancelled, No-show, Scheduled, etc.). | | **Appointment type** | Limit to specific types (Initial Evaluation, Follow-up, etc.). | Which filters appear depends on the selected Key Metric. EHR Reports only shows filters that apply to your current report type. ## Key metrics ### Visits Summary Provides a high-level view of visit volume and patient counts for your selected date range. * **Total visits** — Appointments with a status of **Checked in**, **Completed**, or **Ongoing** whose start and end dates fall within the range. * **Active patients** — Distinct patients with at least one qualifying visit. Each patient is counted once. * **New patients** — Patients whose first countable visit falls within the range (no prior non-cancelled, non-archived, non-no-show appointments before the range start). * **Discharged patients** — Patients who had visits in the range but currently have no open case at the site. Grouping by **Facility** or **Provider** breaks these totals into one row per dimension. **Appointment status** and **Appointment type** filters further restrict which appointments count. ### Visits Per FTE Per Day Measures visit volume relative to provider capacity. * **Visits per FTE per day** — Total qualifying appointments divided by **(FTE × number of days in the period)**. FTE defaults to 1.0 per provider if not configured. When grouped by **Provider**, each row uses that provider's FTE and appointments. When grouped by **Facility**, FTEs and appointments are aggregated at the facility level. ### Referrals Over Time Shows referral volume as a time series based on referral creation date. * **Total referrals** — All referrals created in each time bucket. * **Refused referrals** — Referrals marked as refused therapy. * **Accepted referrals** — Referrals not refused. ### Referral Scheduled Rate Tracks how many referrals convert to scheduled appointments. * **Scheduled referrals** — Referrals that have an appointment created for them. * **Schedule rate** — (Scheduled referrals ÷ Total referrals) × 100%. ### Referrals By Source Breaks down referral counts by **source type**, **referring provider**, and/or **insurance company**. * **Referral count** — Total referrals in each group. * **Scheduled count** — Referrals with an appointment created. * **Refused count** — Referrals marked as refused therapy. ### Leads By Stage Breaks down leads and referrals by **lead status** (stage). * **Lead count** — Number of leads in each stage. * **Scheduled count** — Leads with an appointment created. * **Patient-created count** — Leads linked to a new patient record. * **Refused count** — Leads marked as refused therapy. * **Scheduling rate** — (Scheduled count ÷ Lead count) × 100%. ### Capacity Compares booked appointment time to available working time. * **Available working time** — Derived from provider schedules (configured working hours per weekday × number of weekdays in the range). * **Booked time** — Sum of appointment durations in the range. * **Filled capacity** — Booked hours ÷ Available working hours. A value of 0.80 means 80% of available time was filled. You can view this by **Provider** or **Facility**. ### Scheduling Metrics Shows appointment counts by status for the selected date range. Only appointments whose start and end dates both fall within the range are included. * **Total appointments**, **Scheduled**, **Cancelled**, **No-show**, **Completed**, **In progress** Each value is a simple count of appointments matching that status. Filters and data grouping apply as expected. ### Chart Note Time to Completion Measures the time from **appointment start** to **chart note signed** (in hours). Only non-documentation-only, signed chart notes are included. * **Average time to completion** — Average hours across all qualifying chart notes. * **Minimum / Maximum** — Shortest and longest completion times. * **Total chart notes** — Count of notes that met the criteria. You can break down by **Provider** and **Facility** to compare documentation speed. ### Scribe Notes Tracks AI scribe adoption across your practice. * **Total chart notes** — Non-documentation-only chart notes in the date range. * **Total scribe notes** — Chart notes created with scribe-assisted documentation. * **Scribe adoption rate** — (Total scribe notes ÷ Total chart notes) × 100%. You can break down by **Provider** and **Facility**. ### NPS Summary Based on NPS survey responses submitted within the date range. Only valid numeric responses (scores 0–10) are included. * **Promoters** — Responses scoring 9 or 10. * **Detractors** — Responses scoring 0–6. * **Passives** — Responses scoring 7 or 8. * **NPS score** — ((Promoters − Detractors) ÷ Total valid responses) × 100. * **Average rating** — Average numeric score across all valid responses. You can group by **Facility** or **Provider**. ### FAQ A visit is any appointment with a status of **Checked in**, **Completed**, or **Ongoing** (in progress) whose start and end dates both fall within the selected date range. Cancelled, Archived, and No-show appointments are not counted as visits. **Facility** and **Provider** filters are available for most report types. **Appointment status** and **Appointment type** filters only appear for appointment-based reports (such as **Visits Summary** and **Scheduling Metrics**). EHR Reports automatically shows only the filters that apply to your current selection. NPS is calculated as ((Promoters − Detractors) ÷ Total valid responses) × 100. Promoters are scores of 9–10, detractors are scores of 0–6, and passives (scores 7–8) are excluded from the formula but included in the total. The result ranges from −100 to +100. When you select multiple **Key Metrics**, only grouping and time slice options supported by **all** selected metrics are shown. If an option disappears, one of your selected metrics does not support it. Try selecting metrics individually to see the full range of grouping options.