Differences between appointments and billing in the context of reporting

When looking at your reports, there is an important distinction to be made when looking to accurately interpret the appointment-specific data made available to you. You may also require accurate data to assist in remunerating staff. In the context of your reports, PracticeHub uses appointment data and invoice data separately and the two, whilst are commonly linked when looking at the bigger picture, are two very different and unrelated elements when looking at your reports.


Appointments in PracticeHub appear in your calendar and are trackable within the "Appointment Stats" report. This report will show pending, processed, missed, cancelled and rescheduled appointments. The figures you see here are relative only to the appointment type. The appointment type is the vehicle which carries your services. You are not limited to the number of services in an appointment type and the services bear no relation to the statistics that show on the Appointment Stats report.

Above is the Appointment Stats report - You can see the breakdown of appointment types under "description" and the number of those appointments that are pending, processed, missed, cancelled or rescheduled. All appointments that are on your calendar will appear in this report in one way or another, depending on their status. Depending on your purpose for looking at the report, the likely most important column will be processed appointments

It is incorrect to assume the number of processed appointments of a particular type will match a number of particular services on the Income & Payments report.


Services and products are the chargeable element of an appointment type, but can also be charged when creating a manual invoice that is not related to an appointment. They are what you offer to a patient as services/products from a financial perspective. As the invoice and resulting services/products are what hold the value, not the appointment itself, you are able to track the number of services/products processed through your account and their value via the Income & Payments report - This report can be filtered by date, practitioner and clinic. 

Above is the Income & Payments report. The screenshot shows the Income portion of the report. Listed are all services and products that were processed in the filtered time frame. The "count" does not necessarily correlate to the number of appointments that hold that service over the same time period. This is where close consideration should be applied to both reports. All invoices that you produce will appear on your Income & Payments report. You will note that the invoice does not show appointment types, only services or products. The reason for this is that, as mentioned before, it is the service or product that holds the value when looking at an appointment.


As an example - You may process 10 appointments on my calendar, but only generate an invoice for 2 of them.  For one invoice you charged for a single line item called "Adjustment", on the other,  charged for two line items "Report of Findings" & "Adjustment".

Your income and payments report will now show 2x Adjustment and 1x Report of Findings.  This is what has been billed through your account.  The appointment report, will show 10 appointments, as that is what has been processed through the calendar.

In addition - you may now create 12 single line item invoices, all manually that are not attached to an appointment.  This would mean now that your income and payments report is completely different, and shows as 12x Adjustment and 1x Report of Findings.

As you can see from the above example, although they can be related - they are not necessarily, and shouldn't be compared.

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