A Deeper Dive into Monthly Insights Data

While the Monthly Insights report provides a quick monthly snapshot into the financial and operational health of your practice, INSIGHT offers many other related reports that can provide a more in-depth analysis of specific metrics. Use the tables below to see which stand-alone reports correspond with the metrics shown in Monthly Insights.

9 Key Metrics

Metric For More Information See: Notes
Conversion Rate
  • Case Information
This metric counts a case as successfully converted if it has an arrived appointment within seven days of the case creation date.  For more information on conversion rates and how quickly your patients are getting scheduled, use the Case Information report. The "Date of First Visit" column tells you when the patient/case arrived for their first appointment. The "Next Scheduled Appointment" column tells you when the patient/case is scheduled for a future appointment.  If both of these columns are blank then the case has not been successfully converted to a patient visit. Because this metric in the Monthly Insights report is based on a rolling four weeks prior to the report being run it cannot be reconciled exactly, and should be used to show trending information.
Weekly Frequency
  • Appointments Research
  • Case Information
This metric measures how often patients are being seen per week. Please note that this is a count of total patient visits divided by total active cases. Any case that is not currently truly active will cause this number to be artificially low. Use the Case Information report to check for cases that have not been scheduled and make sure to discharge cases as soon as possible. If you want to know how often your scheduled patients are being seen, use the Appointments Research report for a date range and average the count of visits per case using the sort and average features in the report. Because this metric in the Monthly Insights report is based on a rolling four weeks prior to the report being run it cannot be reconciled exactly, and should be used to show trending information only.
Cancel/No Show Rate
  • Appointments Research
This metric measures appointments that have been marked as "Failed," but not "Excused." Check your clinical settings to view these types of appointments and use the Appointments Research report to obtain further information. This data can be analyzed using the Appointments Research report to view the detail of failed appointments for the month, using the Appointment Status column to filter the various appointment status types.
Copay Collection %
  • Copay Listing
This metric measures the percentage of copays that were collected at the time of service (when the copay box pops up as you arrive the appointment). For the purposes of this metric, a copay collected at any time other than when the appointment is arrived counts as failed collection. Use the Copay Listing report to identify any outstanding copays for the selected time frame.
Units Per Hour
  • Therapist Productivity - Time Based
This metric measures the number of units for billed charges for dates of service within the calendar month. This information can also be viewed in real-time using the Therapist Productivity Time-Based report. Because the Monthly Insights report captures this metric at a specific point in time and is impacted by unsigned visits and claims held it cannot be reconciled exactly, and should be used to show trending information only.
First Pass Payment
  • Payment Detail by Appointment
This metric measures the percentage of claims that are paid by the primary payer within 90 days of the first claim submission. Claims denied, paid by the primary payer after resubmission, or claims paid outside of the 90-day time frame will count as failed for the purposes of this metric. Because this report is based on a rolling 90-day time frame from the point at which the report was run it cannot be reconciled exactly. Use the Payment Detail by Appointment report to view claims with balances remaining at the primary payer for more information.
Net Collections Rate
  • AR by Payer Category and Payer

  • Payment Detail by Appointment

  • Charges v3

This metric measures the percentage of charges posted for dates of service in a calendar month that have been reconciled (paid/adjusted). Because this information is captured at a point in time and will update as new charges or payments are posted, this number should be viewed as trending information only. Use the AR report for high-level information or the Payment Detail by Appointment along with the Charges report (for supplies/fees outside of an appointment) for visit/charge-level detail.
Days A/R
  • Charges

  • Other Adjustments

  • AR History by Payer - Financial

This metric measures total outstanding charges divided by average daily charges over a rolling 90-day period. As this data is captured on a rolling basis as of the time the report is run it should only be viewed as trending information. Days AR can be impacted by a sudden increase in charges, when opening a clinic for example, or a decrease in charges such as a large write off. The Charges report can be researched to identify changes in charge patterns that may cause a change to Days A/R. The Other Adjustments report can be used to research write offs that may impact Days A/R. The AR History by Payer - Financial can identify claims as they age and can be used to identify changes month over month.
Average Visits/Discharge
  • Discharge Analysis
This metric captures the total visits for all cases with discharge dates within a calendar month, divided by the number of cases discharged within that calendar month. This metric can be artificially inflated or deflated if discharges are not done in a timely manner. In addition, this metric can be artificially deflated if you have a large number of cases created for DME or other one-visit cases. Use the Discharge Information report for additional detail and research.

Administration

Metric For More Information See: Notes
Weekly Frequency
  • Appointments Research
  • Case Information
This metric measures how often patients are being seen per week. Please note that this is a count of total patient visits divided by total active cases. Any case that is not truly active currently will cause this number to be artificially low. Use the Case Information report to check for cases that have not been scheduled and make sure to discharge cases as soon as possible. If you want to know how often your scheduled patients are being seen, use the Appointments Research report for a date range and average the count of visits per case using the sort and average features in the report. Because the metric in the Monthly Insight report is based on a rolling four weeks prior to the report being run it cannot be reconciled exactly and should be used as trending information only.
Vacancy Rate
  • Therapist Productivity - Time-Based
This metric measures the percentage of "empty" space on your schedule by subtracting scheduled/arrived appointments and "blocked" meeting types from the total available time. Check your clinical settings to view all of your "blocked" meeting types. This metric can be impacted retroactively by updating meeting types from unblocked to blocked. Use the Therapist Productivity - Time-Based report for more information and to observe trends by therapist.
Cancel/No Show Rate
  • Appointments Research
This metric measures appointments that have been marked as "Failed," but not "Excused." Check your clinical settings to view these types of appointments and use the Appointments Research report to obtain further information. This data can be analyzed using the Appointments Research report to view the detail of failed appointments for the month, and using the Appointment Status column to filter various appointment status types.
Active Cases with No Scheduled Appointment
  • Case Information
This metric measures the number of active cases that do not have an appointment scheduled in the two calendar weeks after the report is run. Because this metric is impacted both by the date on which the report is run as well as an active schedule, it may be difficult to reconcile. Please use the Case Information report to view cases with no future appointments scheduled, using the "Next Scheduled Appointment" column.
Copay Collection Rate
  • Copay Listing
This metric measures the percentage of copays that were collected at the time of service (when the copay box pops up when you arrive the appointment). For the purposes of this metric, a copay collected at any time other than when the appointment is arrived counts as a failed collection. Use the Copay Listing report to identify any outstanding copays during the report time frame.
Held Visits
  • Corrections Queue Aging
This metric measures visits that were held on the Corrections Queue in the prior calendar month. The "value" represents the total charge balance of all visits that were held.
Top Reasons for Held Visits
  • Corrections Queue Aging

This metric measures the top five reasons that visits were held on the Corrections Queue in the prior calendar month. Please note, this only measures the count of the first reason that claims were held and will not account for claims that were listed for multiple issues.

Average Time on Hold
  • Corrections Queue Aging
This metric measures the average number of days between the case creation date and the date of issue resolution for all visits held on the Corrections Queue in the prior calendar month. Please note, this metric ages from date of case creation, not date of issue, and will not be an accurate representation of how long it took for issues to be resolved. Please use the Corrections Queue Aging Report to calculate the number of days between Visit Date and Resolved Date for the length of time that the issue was held.

Case Analysis

Metric For More Information See: Notes
Who's Referring
  • Case Information
This metric measures the percentage of new cases created by Referral Source for the prior three months and prior six months. A case does not need to have a visit to be counted and this metric may be unreliable if you need to create duplicate cases for DME or multiple disciplines being seen at the same time. Use the Case Information report to obtain detail about cases being referred.
Conversion Rate
  • Case Information
This metric counts a case as successfully converted if it has an arrived appointment within seven days of the case creation date.  For more information on conversion rates and how quickly your patients are getting scheduled, use the Case Information report.  The "Date of First Visit" column tells you when the patient/case arrived for their first appointment.  The "Next Scheduled Appointment" column tells you when the patient/case is scheduled for a future appointment.  If both of these columns are blank, the case has not been successfully converted to a patient visit. Because the metric in the Monthly Insights report is based on a rolling four weeks prior to the report being run it cannot be reconciled exactly and should be used as trending information only.
Average Visits/Discharge
  • Discharge Analysis
This metric captures the total visits for all cases with discharge dates within a calendar month, divided by the number of cases discharged within that calendar month. This metric can be artificially inflated or deflated if discharges are not done in a timely manner. In addition, this metric can be artificially deflated if you have a large number of cases created for DME or other one-visit cases. Use the Discharge Information report for additional detail and research.
Early Dropout Rate
  • Discharge Analysis
This metric captures the percentage of cases discharged in the prior calendar month that were discharged with 1-3 visits. This number may be artificially inflated if you have a large percentage of DME or other one-visit cases. Make sure you customize your discharge reasons in the clinical settings for your practice and use the Discharge Analysis report to view additional details of "early dropout" cases.
Initial Eval/Discharge
  • Therapist Productivity - Appointments and Visit

  • Discharge Analysis
This metric shows the total count of cases that had a first evaluation-type appointment and count of cases that were discharged in the prior calendar month. Please note, the "Evals" count is based on the first evaluation-type visit on a case. If a first visit is not scheduled as an eval and later a progress or discharge eval is scheduled, this will count as the first evaluation-type visit on the case. If this occurs, the number may not match your total Initial Evaluation visits for the same calendar month.
Average Payment per Referral
  • Expected Revenue by Payer - Billing Complete

  • Discharge Analysis
This metric shows your average payment per visit (for claims that are in a "Completed" status) for the rolling prior six months multiplied by your average visits per discharge for the same time period. Because your average payment per visit is constantly updated as payments are posted, you are unlikely to be able to reconcile this metric exactly, and it should be used as trending information only. In addition, this metric can be artificially deflated if you have a large number of cases created for DME or other one-visit cases. Use the Discharge Analysis report for additional detail and research.
Performance of Your Top Referrers
  • Expected Revenue by Payer - Billing Complete

  • Discharge Analysis
This metric captures visit data broken down by referring provider. Please note, because this is specific to referring MDs, it may not reflect information accurately about your "top referrers" if your top referrers are sources other than MDs or if those MDs belong to a centralized medical group.

Claims Analysis

Metric For More Information See: Notes
First Pass Payment by Payer Category
  • Payment Detail by Appointment
This metric measures the percentage of claims that are paid by the primary payer within 60/90 days of the first claim submission. Claims denied and then resubmitted, paid by the primary payer after resubmission, or claims paid outside of the 60/90 day time frame will count as failed for the purposes of this metric. This report is based on a rolling 60/90 day time frame from the point at which the report was run and cannot be reconciled exactly. Use the Payment Detail by Appointment report to view claims with balances remaining at the primary payer for more information.
Claims Submitted
  • Claims Submitted
This metric measures the total charge value of all claims for dates of service in the prior month. Please note, if a claim is submitted and then resubmitted in the same calendar month, the charge value is only counted once.
Denials Outstanding
  • Denials by Denial Date
This metric measures the total dollar value of the charge balance of all claims that have at some point been in a "denied" status and have not been resolved. A claim is considered resolved when it is paid or passed to the next payer or patient. Because this number is a snapshot of claim denials as they were when the report was run it may be difficult to reconcile exactly. Use the Denials by Denial Date report to view claims that were denied for more information.
Average Resolution Time
  • Denials by Denial Date
This metric measures the average number of days between the date the claim was denied and the date the issue was "resolved" (paid or passed to the next payer index). Please note, because the suggested report is on a CPT level and this count is based on a claim level, the best way to reconcile this number is to download the report and view it as a Pivot table by claim number.
Denials > 45 Days
  • Denials by Denial Date
This metric measures the total charge balance of all claims that have been in a denied state at some point and have not been paid or passed to the next payer index that are older than 45 days from their date of service. Because this number is based on a rolling 45 days from the time the report is run and denials may have been resolved, it may be difficult to reconcile this number exactly. The Denials by Denial Date report can be used to research claims that were denied during a time period that have not yet been resolved.
Claims Activity by Payer Category
  • Denials by Denial Date
This metric shows the total charge balance of all claims that have been in a denied state at some point and have not been paid or passed to the next payer index, broken down by Primary payer category. The Denials by Denial Date report can be used to further research claims that were denied during a time period that have not yet been resolved.
Top 10 Reasons for Denials
  • Denials by Denial Date
This metric measures the top ten reasons for claim denials by charge balance over the last three calendar months. Please note, because the suggested report is on a CPT level and this count is based on a claim level, the best way to reconcile this number is to download the report and view it as a Pivot table by claim number. In addition, this metric returns only the first reason a claim was denied and will not reflect claims with more than one denial reason associated.

Therapist Review: Treating Therapist

Metric For More Information See: Notes
Cancel/No Show Rate
  • Appointments Research
This metric measures appointments that have been marked as "Failed," but not "Excused." Check your clinical settings to view these types of appointments and use the Appointments Research report to obtain further information. This data can be analyzed using the Appointments Research report to view the detail of failed appointments for the month, using the Appointment Status column to filter the various appointment status types.
Vacancy Rate
  • Therapist Productivity - Time-Based

This metric measures the percentage of "empty" space on your schedule by subtracting scheduled/arrived appointments and "blocked" meeting types from the total available time. Check your clinical settings to view all of your "blocked" meeting types, as blocked time counts as unavailable time. This metric can be impacted retroactively by updating meeting types from unblocked to blocked.
Current Unsigned Count
  • Unsigned Visits
This is the count of all visits that were unsigned by the treating therapist for all dates as of the time the report was run. Since this number can change as the therapist signs visits it may be difficult to reconcile. Use the Unsigned Visits report for a current list of all unsigned visits.
Billable Time %
  • Charges v3

  • Therapist Productivity - Time-Based
This is the average percentage of the time in/time out on a visit vs. the minutes documented for a visit for the prior calendar month. The Charges v3 report can be used to compare the Charge Minutes (the minutes documented for each CPT code) to the Documented Treatment Time (total time documented for the visit) to identify units that were underbilled. This report runs by CPT and each claim should be grouped in order to compare time.
Visits per Day
  • Therapist Productivity - Appointments and Visits

  • Appointments Research
This is the average number of visits seen by the treating therapist per business day in the prior calendar month. A business day is defined as a day that therapist had available or scheduled time. Use the Therapist Productivity - Appointments and Visits report for breakdowns by therapist or the Appointments Research report (sorting to Arrived appointments) to look at the detail of the appointment breakdown.
Units per Hour
  • Therapist Productivity - Time-Based
This metric measures the number of units for billed charges for dates of service within the prior calendar month. This information can also be viewed in real-time using the Therapist Productivity Time-Based report. Because this metric is captured at a point in time and will be impacted by unsigned visits and/or claims held on the corrections queue it may be difficult to reconcile, and should be used as trending information only.
Units per Visit
  • Therapist Productivity - Time-Based
This metric measures the number of units for billed charges for dates of service within the prior calendar month divided by the number of arrived visits for that month. This information can also be viewed in real-time using the Therapist Productivity Time-Based report. Because this metric is captured at a point in time and will be impacted by unsigned visits and/or claims held on the corrections queue it may be difficult to reconcile, and should be used as trending information only.
Pmt per Visit
  • Expected Revenue by Therapist - Billing Complete

  • Payment Detail by Appointment
This metric measures the average payment per visit for the rolling six months prior to the report being ran. Because this metric is captured at a point in time and will be impacted by payments posted since the report was ran it may be difficult to reconcile, and should be used as trending information only. This information can also be viewed in the Expected Revenue by Therapist - Billing Complete report and can be broken down in detail using the Payment Detail by Appointment report if you select the "Billing Complete Only" checkbox for the time period.

Therapist Review: Supervising Therapist

Metric For More Information See: Notes
Active Cases, No Schd Appts
  • Case Information
This metric measures the number of active cases that do not have an appointment scheduled in the two calendar weeks after the report is run. Since this metric is impacted both by the date on which the report is run as well as an active schedule, it will be difficult to reconcile. Please use the Case Information report to view cases with no future appointments scheduled. This count is for the supervising therapist listed on the case.
Initial Evals
  • Therapist Productivity - Appointments and Visits
This metric shows the total count of cases that had a first evaluation-type appointment in the prior calendar month. Please note, the "Evals" count is based on the first evaluation-type visit on a case. If a first visit is not scheduled as an eval and later a progress or discharge eval is scheduled, this will count as the first evaluation-type visit on the case. If this occurs, the number may not match your total Initial Evaluation visits for the same calendar month. This count is for the supervising therapist on the case and may not be the therapist who saw the patient for the evaluation.
# D/C Cases
  • Discharge Analysis
This metric shows the total count of cases that were discharged in the prior calendar month, regardless of the "discharge date" entered. This count is for the supervising therapist listed on the case and may not reflect the therapist who saw the patient or marked them as discharged. Details about discharged cases can be identified in the Discharge Analysis report run for the calendar month.
# Active Cases Count
  • Case Information
This metric shows the total count of cases that are marked as "Active." This count is for the supervising therapist on the case and may not reflect the therapist who saw the patient. This number can be verified using the Case Information report. Because this number is a snapshot in time and the Case Information report returns live data, the two numbers may not match exactly.
# Active Cases %
  • Case Information
This metric captures the percentage of active cases for the supervising therapist that had at least one visit during the month. Please note, the visit could be scheduled with any therapist, not necessarily the supervisor. The Case Information report can be used to provide more detail on this metric when it is run for all active cases and then sorted to cases that had a visit in the calendar month.
Early Dropout Rate
  • Discharge Analysis
This metric captures the percentage of cases discharged in the prior calendar month that were discharged with 1-3 visits. This number may be artificially inflated if you have a large percentage of DME or other one-visit cases. This metric can be researched further using the Discharge Analysis report for the calendar month.
Avg Visits per Discharge
  • Discharge Analysis
This metric captures the total visits for all cases with discharge dates within a calendar month divided by the number of cases discharged within that calendar month. This metric can be artificially inflated or deflated if discharges are not done in a timely manner. In addition, this metric can be artificially deflated if you have a large number of cases created for DME or other one-visit cases. Use the Discharge Analysis report for additional detail and research.
Average Value of a Referral
  • Expected Revenue by Payer - Billing Complete

  • Discharge Analysis
This metric shows your average payment per visit (for claims that are in a "Completed" status) for the rolling prior six months multiplied by your average visits per discharge for that same time period. Because your average payment per visit is constantly updated as payments are posted, you are unlikely to be able to reconcile this metric exactly, and it should be used as trending information only. In addition, this metric can be artificially deflated if you have a large number of cases created for DME or other one-visit cases. Use the Discharge Information report for additional detail and research.
Weekly Freq
  • Appointments Research
  • Case Information
This metric measures how often patients are being seen per week. Please note that this is a count of total patient visits divided by total active cases, so any case that is not truly active currently will cause this number to be artificially low. Use the Case Information report to check for cases that have not been scheduled and make sure to discharge cases as soon as possible. To measure how often your scheduled patients are being seen, use the Appointments Research report for a date range and average the count of visits per case using the sort and average features in the report. Because the metric in the Monthly Insight report is based on a rolling four weeks prior to the report being run it cannot be reconciled exactly and should be used as trending information only.
Appts per Active Case
  • Appointments Research
  • Case Information
This metric shows the count of total cases marked as "Active" divided by total number of visits arrived for those cases in the prior calendar month. Please note, the visit could be scheduled with any therapist, not necessarily the supervisor. Further detail on this metric can be reached using a combination of the Case Information report run for Active Cases and the Appointments Research report sorted to only "Arrived" visits.

Revenue

Metric For More Information See: Notes
Posted Charges
  • Charges
This metric shows the total charges posted in the prior calendar month, regardless of date of service. Further detail on this metric can be viewed in the Charges v3 report when run by Charge Posted Date for the calendar month.
Posted Payments
  • Posted Payments and Adjustments
This metric captures the total payments posted in the prior calendar month, regardless of date of service. Further detail on this metric can be viewed in the Posted Payments and Adjustments report when run for the calendar month.
Posted Write Offs
  • Other Adjustments
This metric shows the total user adjustments posted in the prior calendar month, regardless of date of service. Please note, the Other Adjustments report contains both Other Adjustments posted via EOB as well as user adjustments. To reconcile this metric, all adjustments posted via EOB must be removed from the Other Adjustments report.
Top Reasons for Write Offs
  • Other Adjustments
This metric shows the top reasons associated with user adjustments in order of the charge balance of the user adjustment. Further detail about this metric can be found in the Other Adjustments report. Please note, the Other Adjustments report contains both Other Adjustments posted via EOB as well as user adjustments. To reconcile this metric, all adjustments posted via EOB must be removed from the Other Adjustments report.
Number of Visits Seen
  • Appointments Research
This metric shows the count of arrived visits for the calendar month, with percentage visuals for claims with charge balances in that calendar month. For further details, run the Appointments Research report and sort to Arrived appointments.
Payment per Visit
  • Expected Revenue by Payer - Billing Complete

This metric measures the average payment per visit for the rolling six months prior to the report being ran. Because this information is captured at a point in time and will be impacted by payments posted since the report was ran it cannot be reconciled exactly, and should be used as trending information only. To research this metric further, the Expected Revenue by Payer - Billing Complete report can be used when run for the prior six months. Please note that this report is based on live data and will not match exactly.
Monthly Activity by Payer Category
  • Expected Revenue by Payer - Billing Complete

This metric measures the average payment per visit for the rolling six months prior to the report being ran broken down by payer category of the primary payer of the case associated with the visit. Because this information is captured at a point in time and will be impacted by payments posted since the report was ran it cannot be reconciled exactly, and should be used as trending information only. To research this metric further, the Expected Revenue by Payer - Billing Complete report can be used when run for the prior six months. Please note that this report is based on live data and will not match exactly.

Collections

Metric For More Information See: Notes
Net Collections
  • Payment Detail by Appointment
This metric measures the charge balance detail for a trailing 12 months. This information is captured at the time the report is run and cannot be reconciled exactly. Please see the Payment Detail by Appointment report for more information on charge balances for visits. Please note, charge balances for supplies/fees will not be included in the Payment Detail by Appointment report, and patient payments will not be included in the report until they are applied to a date of service.
Percentage A/R Balance > 90 Days
  • None
This metric measures the AR balance over 90 days from charge creation and is broken down by percentages at payer and patient. Because this information is captured at the time the report is run it cannot be reconciled exactly and should be used as trending information only.
Days AR
  • None
This metric measures total outstanding charges divided by average daily charges over a rolling 90-day period for the Current Month (the prior month to the time the report is run) and the month prior to that, as well as a six month average. As this data is captured on a rolling basis as of the time the report is run it cannot reconciled. Days AR can be impacted by a sudden increase in charges (for example, this could occur when opening a new clinic location), or a decrease such as a large write off.
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