Common Uses for Documented Visits Report

The Documented Visits report in Analytics allows you to view patient details for all finalized billable notes, including treating diagnosis. 

Here we will review a few of the common scenarios our Members encounter and how to use the Documented Visits report to resolve them. 

• Scenario 1: Evaluate how many new episodes of care were completed during the month
• Scenario 2: Review all therapist notes in a specific date range with totals
• Scenario 3: Most popular insurance with patient and case totals

Scenario 1: Evaluate how many new episodes of care were completed during the month

Carl needs to find out how many episodes of care (Initial Evaluations) were completed during the month.

1. Open the Documented Visits report located in the Notes section of the Report menu.

   

2. Select the Date Range. For this example, we’re using Last Month, November 2020.
3. Group by Visit Type. To do this, click the Visit Type column header and select Group. This will organize the report by the type of visit: Daily Note, Discharge, Initial Eval, etc.
4. Click on the Visit Type column and select the Aggregate function, and choose Count to get the totals for each visit type as well as the total visits for the month.

Now you have each finalized visit type listed by type with totals. 

Resulting Report View

The results provided include all episodes of care captured throughout the month, in the Documented Visits report.

Altering the view of the report

If you are looking to clean up the report view or eliminate unnecessary paging, there are a couple of methods you can use: Exclude Detail Rows or Remove Columns.

Exclude Detail Rows

Exclude Detail Rows for a cleaner report view.  This will also eliminate the need to page through the report for the Initial Examination segment of the report.

1. Click Options.
2. Click the Group tab.
3. Check the box to Exclude Detail Rows.

This will remove all additional rows and show the count for the month.

Remove Columns

For a cleaner report view, remove unnecessary report columns by clicking on the Columns tab under Options then uncheck the Column headers you don’t need. Click OK to update the report.

Summary

You can see how using this report is helpful to determine how many new patients (Initial Evaluations) were completed during a specific date range.

Scenario 2: Review all therapist note totals for a specific date range

Yolanda is reviewing the productivity and the accuracy of her clinic’s therapists. Specifically, she needs to look at Tom Smith’s finalized visit count for October 2020.

1. Open the Documented Visits report located in the Notes section of the Report menu on the left.

   

2. Choose the Date Range. For this example, we’re using October 2020.
3. You’ll need to organize the report by Finalizing Therapist since this ensures that assistant user types are not included in the results.  If you choose Documenting Therapist this will include any assistant user types in the results. To do this, click the Finalizing Therapist column header and select Group.
4. Then click on the Visit Type column and select the Aggregate function, and choose Count to get the totals for each finalizing therapist and the total visits for the month.
   

Resulting Report View

Altering the view of the report

If you are looking to clean up the report view or eliminate unnecessary paging, there are several methods you can use: Drag columns, Exclude Detail Rows or Remove Columns.

Drag Columns

Move the Visit Type Column closer to the Finalizing Therapist column for a more comfortable report view. 

Click the grab-handle icon on the column header and drag it toward the Patient Name column (aligned in the above image to the left).

Exclude Detail Rows

Exclude Detail Rows for a cleaner report view.  

1. Click Options.
2. Click the Group tab.
3. Check the box to Exclude Detail Rows.

Remove Columns

For a cleaner report view, remove unnecessary report columns by clicking on the Columns tab under Options then uncheck the Column headers you don’t need. Click OK to update the report.

Summary

You can see how to get all notes in a specific date range by Therapist with totals. 

Scenario 3: Most popular Insurance with patient and case totals

Sylvia wants to see which Insurance is the most common among her patients for the current year.  In addition, she would like to see the number of patients and the number of cases associated with those insurances.

1. Open the Documented Visits report located in the Notes section of the Report menu.

   

2. Choose the Date Range. For this example, we’re using a Custom Range covering all months to date in 2020.
3. Group by Primary Insurance. To do this, click the Primary Insurance column header and select Group. This organizes the report by Primary Insurance.
4. To get the Patient count, click on the Patient Name column and Aggregate, Distinct Count. This counts each of the individual patient rather than each patient note.
5. To get the Case count, click on the Case Name column and Aggregate, Distinct Count.

Resulting Report View

Altering the view of the report

If you are looking to clean up the report view or eliminate unnecessary paging, there are several methods you can use: Exclude Detail Rows or Remove Columns.

Exclude Detail Rows

Exclude Detail Rows for a cleaner report view.  This will also eliminate the need to page through the report for the most common Primary Insurance on the report.

1. Click Options.
2. Click the Group tab.
3. Check the box to Exclude Detail Rows.

Remove Columns

For a cleaner report view, remove unnecessary report columns by clicking on the Columns tab under Options then uncheck the Column headers you don’t need. Click OK to update the report.

Summary

You can see the patient and case totals sorted by Insurance.