Reports Overview

eVetPractice provides several reporting options for your Practice. Depending on what your reporting needs are, the Reports are located in four primary areas of eVetPractice - provided you have the appropriate rights to access them:

  • Reports Dashboard
  • Inventory Management – On Hand Reports
  • Controlled Substances
  • Time Clock

This article provides an overview of the different reports available to you within eVetPractice. Links are provided to in-depth articles, where applicable.

Reports Dashboard

The Reports Dashboard is accessible via the Reports menu options. Here you will find several reports provided by eVetPractice for your use. Continuing reading to find out more information about each of the provided reports and the information contained therein.

Note: The ability to see the Reports menu option and to run certain reports is permissions based – you will need to be associated to the appropriate Role and/or Rights.

Accounts Receivable

The Accounts Receivable report will allow you to see clients with outstanding balances - whether the invoice is opened or closed. Additionally, you can run this report to see a list of clients with a credit on their account.

If desired, you can print or email invoices for the clients listed in the report. There is also an indicator letting you know if and when you have previously emailed the statement from the Accounts Receivable report.

Additionally, there are several filter options available such as date range, minimum balance, including/excluding open invoices, client classification, client status, and showing outstanding balance totals by Provider.

See the Accounts Receivable Report article for more information on using this report.  

Appointment Report

With the Appointment report, when ran, you will see a list of all clients and their animals with appointments in the timeframe you have chosen along with the appointment description, date, Provider, and whether an Appointment Reminder notification has previously been sent by eVetPractice and by which method (email, postcard, and/or text).  

You have several additional filter options including appointment type and specific Provider as well as completed and incomplete appointments.

Optionally, once ran, you can choose notify clients of upcoming appointments by manually distributing via postcards or even Text Messages (SMS) (if enabled) – or just simply call them.

Note: If you are using eVetPractice to send automated email reminders to clients for whom you have an email address and they are not specifically excluded from receiving emails, the Nightly Tasks feature will distribute the appointment email reminders for you.

See the following articles for more information:

Additionally, from the Appointment Report, you can print Check-In Sheets for all appointments in the returned list.

For additional information on reminders in general, see the Reminders System Overview article.

Billable Items Reports

The Billable Items Report provides a list of your Inventory items, Procedures, and Lab quantity on hand and pricing information. If applicable, you’ll also see expiration dates and indicators if the particular billable item will have sales tax applied, a reminder configured, as well if it is flagged as a Vaccine, Controlled Substance, and/or a Dispensable (e.g. prescription) item. Optionally, you can include inactive/disable billable items in the report list.

On the report itself, the billable items are ordered by Type (Procedure, Inventory, Lab), Category, then alphabetically. Once the report generates you can view the report in the webpage by scrolling down or download the report into a PDF or Excel format.

Client Referral Report

The Client Referral Report will show you a list of all the different client and non-client referrals you received over a certain period of time. This will allow you to see the top client referrers and top marketing (non-client) strategies for obtaining new clients.

Client Report

Simply put, the Client Report provides a list of your clients. However, factoring in the filter options available, this report can provide you valuable information. You can filter by the date ranges when you created the client, appointment date ranges as well the amount spent within the specified date range.  Additionally, you filter on Client Classifications (if using), clients with animals of a particular species, only those whom you have an email address for, as well as whether you want to include active and/or inactive clients.

On the report itself, if you enter how the client heard about you, a.k.a. Referral, the information will also be displayed.

Furthermore, the Client Report is also a means to send a mass communication to your clients via email or by printing to postcards. Some common examples for sending a mass communication are to announce you are opening a facility, providing new services (e.g. laser therapy), dental health month specials, and so on.

For additional information on sending mass communications from the Client Report, see the below articles:

Sending Mass Emails to Clients

Sending Mass Communication to Clients via Postcard 

End of Shift

The end of shift report will allow you to see all monies brought in since the last time the report was run, or if it is the first time the report is being run, it will be for the past 24 hours. The End of Shift report is designed to be run once a day at the end of the day.

This report can be used to balance your credit card machine batch report to your reported sales in eVetPractice, balance your cash till, and make sure your check deposits in hand match what is recorded in eVetPractice.

Once ran, the End of Shift report shows a summarization of what payments you received, how many of that payment you received, how much you received, as well as the amount of sales tax collected.

Additionally, a list of the transactions of payments is also provided at the bottom of report in the event you need investigate discrepancies.

See the End of Shift Report article for more information.

Inventory Report

The Inventory Report provides the calculated Cost to you and total potential sell Price based on the Quantity on Hand (QOH) for each item listed. If applicable, you’ll also see expiration dates.

Additionally, at the bottom of the report, you’ll find grand totals of all inventory items for Quantity on Hand (QOH), Total Cost (QOH * Cost) and Total Price (QOH * Price).

This report is great if you need to identify and value your inventory which you may need to document for tax filing purposes.

Patient Reminders

With the Patient Reminders report, when ran, you will see a list of all patients with reminders for upcoming services which are due in the timeframe you have chosen along with what the reminder is for, the due date, and whether a Patient Reminder notification has previously been sent by eVetPractice and by which method (email, postcard, and/or text).  Patient reminders include your General, Wellness, Recheck and Callback reminders. 

You have several additional filter options including by species and different client contact type information (e.g. clients with an address but no email).

Once ran, you can choose notify clients of upcoming services due by manually distributing via postcards or even Text Messages (SMS) (if enabled) – or just simply call them to schedule an appointment. See the following articles for more information:

Note: If you are using eVetPractice to send automated email reminders to clients for whom you have an email address and they are not specifically excluded from receiving emails, the Nightly Tasks feature will distribute the services due email reminders for you.

Additionally, from the Patient Reminders report, you can pull a list for your Callback reminders letting you know which clients you need to call in order to check-in with the client to see how your patient is doing.

For additional information on reminders in general, see the Reminders System Overview article.

Patient Report

The Patient Report can provide a full list of all your patients or a filtered list patients based on the filters you specify. You can filter by the date ranges when you created the patient, appointment date ranges as well a birth date range. (Note: You do have to specify year for birth date range filters).  Additionally, you can filter on species, patients of clients for whom you have an email address, as well as whether you want to include active and/or inactive patients.

Practice Trending Report

The Practice Trending Report allows you to see trends in your practice over a set period of time in an easy to read line graph. Examples of available data sets to choose from for a trending report are: Accounts Receivable Balance, Average Payment Transaction, Number of Active Clients with No Visits, and more.

Check out the Practice Trending Report article for more information on using this report. 

Prescription Report

The Prescription Report provides information on prescriptions you have filled, the patient and client filled for, quantity, Lot number (if applicable), number of refills and expiration, as well as the Rx Instructions. You can filter on prescription date, Provider, species, and even the actual dispensable inventory item(s).

Referral System

If you are using eVetPractice’s Referral System feature, you can run the Referral System report for a specified time period to see revenue generated from a Hospital and/or Doctor referral, referred patients you’ve seen in your Practice during the reporting period, and overall referred patient counts. Additionally, you have the options to include Hospital and/or Doctor summarizations.

Sales Report

The sales report in the system will allow you to see your sales based on many different criteria. Some of the Sales Report summaries available to choose from are: Cash Summary, Discount breakdown, Tax, Provider, Category, Transaction list, and Check Transaction Summary. You can use the Sales Report for your Provider production, however, the Sales Report will include production on which payment has been received. If you’d like to see a Provider production report that includes results even if payment has not been received, use the Veterinary Services Delivered report.

Check out the Sales Report article for information on the power of the Sales Report.

Usage Report

The usage report in the system will allow you to see how different treatments have been used based on specified criteria over a period of time.  You have the option to display Totals, actual transaction lists, completed and/or paid item items, even the ability to report on only declined items. Additionally, you can filter on Provider, species, and type of Treatment (i.e. Package, Inventory item, Procedures, and/or Labs).

Additionally, if the Rabies vaccine(s) is selected to be on the Usage Report, you will see a link to generate rabies certificates. Clicking this link will allow you to download all your rabies certificates from the vaccinations you gave during the specified time period on the report in PDF format.

For additional information, see the Usage Report article.

Vaccination Report

The Vaccination Report allows you view all vaccines administered during a specified time period. Additional filters include species, Provider and type of vaccine (i.e. Rabies, DHPP, Bordetella). In the report itself, you’ll see the patient and client the vaccination was provided for and the data administered as well as Rabies tag number, manufacturer, serial number, lot number, expiration date, vaccination type (e.g. live vs modified), and licensing information (i.e. 1 month, 1 year, 3 year) - provided you are tracking this information.

Veterinary Services Delivered

The Veterinary Services Delivered report is where you’ll go see your Provider production reports, based on many different criteria options. This report will include production in which you may or may not have already received payment for. If you want to only see production for which you have received payments, use the Sales Report. You have the option to include tax and category summaries as well as category breakdowns to see a list of transactions. You even have the ability to report on declined items and items with a zero price. Additionally, you can filter on Provider and species.

For additional information on running this report, see the Veterinary Services Delivered article. 

Wellness Plan Report

If you are using eVetPractice’s Wellness Plan feature, the Wellness Plan report can be run to find all wellness plan members and their total price, amount paid, amount still owed, start of plan, expiration of plan, and provider of plan. Additionally, you have the ability to include active and/or inactive wellness plans or only show unpaid plans.

See the Wellness Plans article, Reporting section, for additional information on running this report.

On Hand Reports

In the Inventory Management area of eVetPractice, you have three additional reports you can run related to your inventory on hand. These reports can be accessed via the Inventory menu selection, provided that you have the necessary rights in eVetPractice to access them.

On Hand Alerts

The On Hand Alert report lets you know if you’ve gone above or below your preset levels of inventory on hand based on the Minimum Quantity and/or Maximum Quantity settings you specified on the inventory item itself.

See the Adding an Inventory Item article for additional information about the Minimum Quantity and Maximum Quantity fields you can set on an inventory item.

On Hand Change Reports

The On Hand Change report will show you any changes that have been made to the “On Hand” and/or Cost values of the Inventory item and will include any comments you entered in the “Reason for Change” field if you needed to make manual adjustments – like “dropped 2 tablets down the sink”.

See the Adding an Inventory Item article for additional information about On Hand and Reason for Change fields of an inventory item.

On Hand Expired

The On Hand Expired report will let you know what you need to throw away or dispose of based on the expiration date, if specified on the inventory item or the lot information of the inventory item – so long as an expiration has been specified.

For additional information on setting the Expired Date of an inventory item, see the Adding an Inventory Item article.

See the Utilizing the Lots Feature article for specifying the specific Lot’s expiration date.

Controlled Substances

eVetPractice allows you to keep track of all your controlled substances for mandated reporting purposes. In the system you can set the schedule of the controlled substance and then run reports on usage of the substance over a set period of time.

You have the option to run a Disposition report which shows you client transactions, an Inventory report that shows you changes in inventory, or a Combination report that shows you both.

For additional information on running these reports, please refer to Controlled Substance Reporting article.

Time Clock

The Time Clock feature allows employees to clock in and out within eVetPractice. When the time comes, for payroll purposes, you'll want to run then Time Clock report to know their total hours worked.

Refer to the Time Clock Report article for step-by-step instructions.

 

 

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