Analytics Feature of In Touch EMR

Analytics is an additional feature. Available only upon request of the client.

To be able to access this feature. Click on Administration> Analytics.

1. Patient Analysis – this shows data analysis of all the clinic’s patients.

1. Email Reach – The percentage of patients with valid email addresses. The more emails you have, the better your marketing reach. Above 90% is recommended.

2. Cellphone Reach – The percentage of patients with cellphone numbers. The more cellphone numbers you have, the better your marketing reach. Above 90% is recommended.

3. Insurance Spread – The percentage of patients with an insurance company on file. The lower the dependence on patients with insurance companies (in other words, the higher the percentage of patients paying cash for your services), the better the health of your practice. 
As a general recommendation, a healthy balance between patients with insurance and cash-paying patients is recommended. Detailed statistics about which payors dominate your insurance spread are available in other analytics displays.

4. Demographic Distribution – The age distribution of your patients. The wider the distribution of your patient population, the lower your dependence on any one patient segment. A healthy demographics balance of patients is ideal.

5. Gender Distribution – The age distribution of your patients. The wider the distribution of your patient population, the lower your dependence on any one patient segment. A healthy demographics balance of patients is ideal.

2. Staff Productivity – shows the data analysis of staff production in a certain period of time.

1. Provider Lists – a drop down list that provide you a choice to analyze an invidual or all clinician (s).

2. Clinic List – very important drop down list for clinics with 2 or more clinics to analyze.

3. Date range – usually set to default in 7 days.

4. Custom Date Range – provide a customizable date range of analysis

5. Export Tab – the generated data can be exported to PDF and Excel spreadsheet format.

6. The chosen date range and clinician/s names to be analyze.

Analyze the following data:

* Total Scheduled Visits 
* Total Documented Visits 
* Documentation Factor
* Total in Progress Visits 
* In Progress Factor 
* Total Finalized Visits 
* Finalization Factor 
* New Patients
* Active Patients 
* Cancellations 
* Cancellation Factor 
* No show 
* No Show Factor
* Total Number of Units Billed 
* Total Number of timed Units Billed 
* Total Number of Untimed Units Billed.

Another part of the Staff Productivity are the following graphical chart that shows (1) Appointment Analysis, (2) Document in Progress Analysis and (3) Finalized Document Analysis.

3. Clinic comparator is a data analysis comparison of 2 or more clinics. Useful for managing multiple clinics.

1. Provider Lists – a drop down list that provide you a choice to analyze an invidual or all clinician (s).

2. Clinic List – very important drop down list for clinics with 2 or more clinics to analyze.

3. Date range – usually set to default in 7 days.

4. Custom Date Range – provide a customizable date range of analysis

5. Discharge Report Tab – generated Discharge Report exported to Excel spreadsheet format.

6. New Patient Report Tab – generated New Patient Report exported to Excel spreadsheet format.

7. Initial Evaluation Report Tab – generated Initial Evaluation Report exported to Excel spreadsheet format.

8. The chosen date range and clinician/s names to be analyze.

4. Revenue Predictor is a graphical data that shows the income percentage.

1. Provider Lists – a drop down list that provide you a choice to analyze an invidual or all clinician (s).

2. Clinic List – very important drop down list for clinics with 2 or more clinics to analyze.

3. Date range – usually set to default in 7 days.

4. Custom Date Range – provide a customizable date range of analysis.

5. The chosen date range and clinician/s names to be analyze.

Analyze the following Data:

* Payer visit breakdown 
* Payer variance 
* Dominant ICD Codes (Physician Diagnosis) 
* Dominant ICD Codes (Treatment Diagnosis)
* Dominat CPT Code
* Referral predictor 
* Productivity Predictor 
* Referrral Source Summary 
* Payer Mcro View





Session Tracking

When clinicians login and logout of In Touch EMR, their session time will be tracked. This will allow administrators to measure productivity metrics. The clinic administrator can run a report showing the attendance record of different clinicians in the ‘analytics’ section of In Touch EMR.

The ‘Session Tracking’ duration displays, in hours and minutes, the total active session time for the designated users in the designated time period. Session time is determined by user login time and user logout time. If a user closes a tab or gets logged due to session inactivity, In Touch EMR will assume that the user was actively working upto the end point of session timeout. This may potentially reduce accuracy of session tracking. We strongly recommend that users login at the start of the day, and logout of In Touch EMR during breaks, and at the end of the day for maximum accuracy of session tracking.

To check on productivity tracking follow these steps:

1. Go to ‘Administration’
2. Click on ‘Analytics’
3. Click on ‘ Appointment Tracking’
4. The data for clinicians productivity is shown under Session Tracking

By default, the system shows 7 day data for all providers.

5. If you want to check individual provider productivy, simply choose the provider’s name from the Provider List.

6. You can also check data per location by clicking on ‘Clinic List’

7. You can also toggle from 7 days, 15 days and 30 days day ranges.

8. If you want to check specific date ranges, you click on Custom.

Note: Only the clinic adminstator can view the productivity tracking.


Appointment Tracking

The ‘appointment tracking’ duration displays, in hours and minutes, the total duration for all appointment except cancelled, rescheduled, no show appointment for the designated users in the designated time period.

To check on appointment tracking follow these steps:

1. Go to ‘Administration’
2. Click on ‘Analytics’
3. Click on ‘ Appointment Tracking’
4. The data will show on the Appointmen Tracking box.

By default, the system shows 7 day data for all providers.

5. If you want to track appointment for each individual provider, simply choose the provider’s name from the Provider List.

6. You can also check data per location by clicking on ‘Clinic List’

7. You can also toggle from 7 days, 15 days and 30 days day ranges.

8. If you want to check specific date ranges, you click on Custom.


A/T Ratio

The ‘A/T ratio’ or the ‘Appointment / Time Ratio’ is the ratio between appointment tracking and session tracking.

For example, let’s say the appointment tracking time is 8 hours (assuming there are 16 patient visits for the day, and each visit is 30 minutes). Let’s also say that the session tracking time is 8 hours.

The therapist logs in at 9 am and logs out at 1 pm (lunch break).

The therapist logs in again at 2 pm and logs out at 6 pm (end of day). In this situation, the A/T ratio is 1.

In general, the higher the AT ratio, the higher the productivity of the designated user in the designated time period. A low A/T ratio generally indicates one of two things – too few appointments (a slow day / a wide open schedule, and the clinic may need to step up it’s marketing efforts) or a clinician struggling with productivity (too much time spend on clinical care / too much time spent on documentation). Always strive to maximize A/T ratio, and use A/T ratio as a productivity metric to improve the financial strength of your organization.

To check on providers A/T Ratio follow these steps:

1. Go to ‘Administration’
2. Click on ‘Analytics’
3. Click on ‘ Appointment Tracking’
4. The data will show on A/T Ratio box.

By default, the system shows 7 day data for all providers.

5. If you want to track appointment for each individual provider, simply choose the provider’s name from the Provider List.

6. You can also check data per location by clicking on ‘Clinic List’

7. You can also toggle from 7 days, 15 days and 30 days day ranges.

8. If you want to check specific date ranges, you click on Custom.