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Analytics Data Collection Best Practices

Follow these EMR data collection guidelines to ensure that your company is gathering the most accurate data for Analytics. We'll cover the following data sources. 

Scheduler Data Best Practices

Don’t drag and drop appointments.

Dragging and dropping rescheduled appointments, might be artificially decreasing your Cancel/No Show rate. Each time an appointment is changed, it should be canceled and a new appointment created. This ensures that you correctly capture the overall number of appointments created and the correct number of appointments canceled.

Use Cancel/No Show buttons only on the Scheduler.

You should always cancel or no-show appointments from the scheduler whenever an appointment is a cancellation or a no-show. 


  • Do not delete these appointments. 
  • If you use WebPT’s Scheduler, do not use the cancel/no-show notes on the patient chart as these notes also count a visit, which could lead to instances of double-counting cancels and no-shows.

Case Data Best Practices

When creating patient cases, we recommend the following:

Include Referral Received Date when creating the patient’s case

The Referral Received Date field defaults to the date the case was created. 

Important: Be sure you input the date the referral was received so that you can better track key metrics like Average Days Seen After Referral.

Turning on the Referrals clinic settings

Your Clinic Settings page has two options when turned on to help you collect more accurate data around referrals and converted referrals when creating the patient’s case.

Require referrals to be collected for every patient case

When this setting is turned on, the Marketing Referral field becomes required when the Referred by Physician section is set to 'No' on the patient’s case. This allows better referral tracking and data for non-physician/direct access patients. You’ll be able to better understand and manage the success of your organization’s patient marketing efforts. 

Require the Primary Treatment Clinic to be collected for all patient cases (Highly Recommended)

When this setting is turned on the Primary Treatment Clinic field will automatically populate with the clinic name where the case is being created. This ensures that you will not see any “Unassigned” data in the Primary Treatment Clinic column when looking at the Referrals Analysis Grid. Unassigned data occurs if there is no designated Primary Treatment Clinic and an Initial Evaluation has not yet occurred for the patient. When the Initial Evaluation occurs, it will populate the Initial Evaluation Clinic with the clinic name where the initial evaluation occurred.

Patient, Insurance, Referring Physician Profiles Best Practices

When interacting with patients, insurances, physicians, and contacts, limit inactivations. Essentially, don’t inactivate anything you want to have the ability to report on. The following actions are not recommended since these actions will affect Analytics reporting accuracy.

Action: Inactivate a Patient (not recommended)

Result in Analytics: If you inactivate a patient, all data associated with that patient—including case, referral, visit, note, prescription/authorization, and billing data—will no longer appear in Analytics. This will impact every chart, comparison, and report in Analytics.

Suggested Action: Discharge the patient

Action: Inactivate an Insurance (not recommended)

Result in Analytics: you’ll lose insight into your payer mix for all insurance-related reporting. All records tied to that insurance would be erased from the Analytics portal.

Suggested Action: don’t recommend

Action: Inactivate a Physician (not recommended)

Result in Analytics: This will impact your overall referral numbers and individual referral comparisons, including impacting the referral conversion rate KPI on the Dashboard

Suggested Action: don’t recommend

Action: Inactivate a Contact (not recommended)

Result in Analytics: you’ll lose insight into all referrals tied to that contact record in all Analytics referral reporting.

Suggested Action: don’t recommend

When is it okay to inactivate a profile?

You should only inactivate a record if:

  1. It is a duplicate without any patient data currently tied to it;
  2. It was a test record you created to assist with learning the application (generally during onboarding); or
  3. It was created in error and no data is tied to it.
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