New in the redesigned Rehab Guru. Practice analytics settings are in Account > Account & Organisation > Analytics. See What's new: the Rehab Guru redesign.
Practice analytics turns your diary, invoices and client records into figures for your practice, such as projected month-end revenue, rebooking rate, utilisation and patients to recall. This article shows you how to turn it on and set up the targets and options it uses.
To read the figures once analytics is on, see Using the Dashboard and Practice Analytics.
Only a team admin can turn on analytics.
Opening Analytics settings
Click Account in the left-hand sidebar, then Analytics under Account & Organisation.
You can also click Settings at the foot of the menu in Analytics, which opens the same page.
Turning analytics on or pausing it
The Practice analytics card at the top shows the Status, who turned analytics on and when, and the date of the latest snapshot. Click Open analytics to go straight to your figures.
If analytics is not on yet, click Turn on analytics.
To stop analytics, click Pause analytics and confirm.
Checking whether practice analytics is turned on
Analytics figures are rebuilt overnight, so each page shows figures up to the end of yesterday. Changes you make in your diary and invoices today show in the next day's figures.
Setting your practice targets
The Practice targets card holds the figures Analytics compares you against. Leave a box blank for no target.
Monthly operating cost: your rent, wages, software and other running costs each month. Analytics uses it for projected operating profit, margin and break-even.
Monthly revenue target: the revenue tiles show your progress against this goal.
Default practitioner targets: Revenue per hour (£), Rebooking %, DNA % (at most) and Diary fill %. Every practitioner uses these unless you set their own below.
Setting targets for each practitioner
The Practitioners table lists each practitioner with their diary hours a week. For each one you can set:
Their own Rev/hr (£), Rebooking %, DNA % and Diary fill % targets. A blank box uses the practice default, shown in grey.
Contracted h/week: contracted hours replace diary hours when Analytics works out utilisation.
Exclude: turn this on to leave a practitioner, such as an admin diary, out of every figure.
When you have made your changes, click Save analytics settings at the foot of the page, or Discard to undo them.
Setting practice and practitioner targets
Recording how patients heard about you
The How patients heard about you card sets up the referral sources that Analytics uses on the Patients and Overview pages.
Turn on Ask new clients how they heard about you to have the booking portal ask new clients when they book. The same switch is in your booking portal settings.
Under Options, type over a name to change it, and use the up and down arrows to change the order.
Click Retire to stop offering an option. Retired options keep their name on clients who already chose them.
To add an option, type its name in the box at the foot of the list and click Add option. Other is always offered.
Click Save analytics settings to keep your changes.
Choosing the referral sources new clients can pick
You can also record a client's referral source in their client record, under Details > Personal & medical > Referral source.
Choosing which appointment types count
Some appointment types should not count towards your figures, such as internal, admin or other non-clinical types. Others, such as an assessment before the first treatment, should not count as a new patient. The Appointment types card lists the types set up this way.
Seeing which appointment types are left out
Click Edit appointment types to open Account > Appointments > Appointment Types.
Click the ... menu on the appointment type and choose Edit.
Open the Analytics tab and turn on Exclude from analytics or Doesn't count as a new patient.
Click Save Changes.
Changing the analytics options for an appointment type