Creating Your IntraVet Practice Profile

Transcription

1 Creating Yur IntraVet Practice Prfile Create yur wn practice prfile with the infrmatin yu want t review by using IntraVet s extensive reprting system. Yu can then use this infrmatin as a tl in the management f yur practice. If yu create a prfile every year, yu ll be able t accurately cmpare the same data year t year. We have created a cmprehensive fill-in-the-blank dcument with instructins n where t pull the infrmatin. This dcument cmbined with sme printed reprts and graphs frm IntraVet can give yu an verall view f yur practice. Ntes: T gather meaningful data it is advised t run all the reprts fr the exact same time perid. A larger date range (i.e. a year perid vs. a mnth) will als give mre meaningful numbers. Hwever, there may be reprts that yu want t print and review mnthly. Multiple data entries may be pulled frm the same reprt and therefre that reprt will nly need t be printed nce. Reprts may be displayed rather than printed t pull specific numbers (i.e. Number f Clients). Yur practice may nt use Barding r Referral reprts r may nt be cncerned with specific reprt numbers. Yu can decide which reprts are relevant t yur practice and print nly thse specific reprts. Client Prductivity Fill in the Fllwing Numbers Number f Clients G t Reprts Reprting Utility Client Client Visit Reprt Run Display r This reprt is usually run frm the beginning t the end f the year (r t the present date) Number f New Clients G t Reprts Reprting Utility Client Client Visit Reprt Run Display r This reprt is usually run frm the beginning t the end f the year (r t the present date). 1

2 Ttal Client Visits G t Reprts Reprting Utility Client Client Visit Reprt Run Display r This reprt is usually ran frm the beginning t the end f the year (r t the present date). Clients with at least 1 Visit G t Reprts Reprting Utility Client Client Visit Reprt Run Display r This reprt is usually ran frm the beginning t the end f the year (r t the present date). Average Number f Client Visits G t Reprts Reprting Utility Client Client Visit Reprt Run Display r Use the fllwing frmula t determine the average number f client visits: (Client Visits per year / Clients with at least ne visit = Average number f Client Visits) Average Invice Per Client G t Reprts Reprting Utility Accunting Management Cntrl Run. Check the bx t List Averages fr Invices and Visits Display r This reprt is usually run fr a perid f a year (r thrugh the present date) (Ttal Services/Ttal number f invices = Average invice). Print the Fllwing Reprts Client Retentin by Prvider G t Reprts Reprting Utility Prductivity Client Retentin by Prvider Run This reprt shws the number f repeat visits a specific prvider has received fr a given time perid. In additin, yu have the ptin t calculate the retentin rate f the practice as a whle. There are tw date ranges used in the reprt. The first is t determine the time range when the "initial" visit wuld have been perfrmed. This initial visit may nt necessarily be the first visit fr this client with this prvider. The reprt determines if a client, whether existing r new, has had at least ne visit fr that specific prvider within the initial visit date range. If that client has had at least ne visit, they will be cunted nce as seen by that prvider. 2

3 The secnd date is necessary t allw the ability t determine a suitable "time frame" in which t cnsider a client retained. Each practice can and will have its wn idea f hw lng after an "initial" visit the client shuld return fr anther visit with that prvider befre being cunted as a retained client. Number f Initial Visits - Number f clients with a visit in the initial visit date range. The client may be an existing r new client. Number f Repeat Visits - Number f clients that returned fr a visit with a specific prvider within the repeat visit date range. Retentin Percentage - the percentage f retentin. NOTE: There is a majr difference between the prvider s retentin calculatins and the clinic retentin calculatins. Fr the prviders, a client can be cunted nce per each prvider. Fr the practice/branch the client is nly cunted nce. A visit is determined if a prvider is listed n an invice fr that client. It des nt matter if they are the riginal invice prvider r if they were recrded nly n ne line f the invice, it cunts as a visit. It is pssible fr a client t be cunted tward mre than ne prvider fr the date ranges selected. If a client sees tw prviders n ne invice, bth prviders will get credit fr that client as a visit. This is imprtant t nte as the numbers fr each prvider cannt be ttaled nr averaged t make a "clinic retentin" percentage. Based n the type f infrmatin needed, yu will need t adjust the date ranges apprpriately. Fr instance, if yu want t calculate hw many peple returned frm ne year t the next yu can run the reprt fr 2 sequential years (i.e. the initial visit date range fr vs. the repeat visit date range f This will give yu numbers and percentages f hw many clients returned fr 2012). Alternatively, yu may want t see hw many clients returned fr a secnd visit within a year. Fr this reprt yu will want t run the same date range fr the initial visit and fr the return visit. Yu have the ptin t calculate the retentin rate f the practice as a whle and the chice t print each prvider n a separate page. New Clients and Patients by Prvider G t Reprts Reprting Utility Prductivity New Clients and Patients by Prvider Run This reprt calculates the ttal number f new clients and the ttal number f new patients by prvider. A client is cnsidered a new client if their entry date in IntraVet is between the dates selected fr the reprt, and if they have been inviced with a prvider within the same date range. The same rules apply fr new patients. Check the bx if a separate page fr each prvider is desired. Zip Cde Analysis G t Reprts Reprting Utility Prductivity Zip Cde Analysis Run This reprt will shw which zip cdes are the tp prducers. Each zip cde shws the number f clients and patients and the ttal services prvided t that zip cde area during the date range specified. 3

4 Prductivity is calculated n the inviced amunts and des nt reflect mney cllected. Percentages f the ttals are als shwn fr each zip/pstal cde. Althugh mst practices like t examine their tp 10 zip cdes, yu can enter in the desired amunt that yu wuld like t review. List f Clients By Revenue G t Reprts Reprting Utility Client Clients by Revenue Run This reprt ranks yur clients by the amunt f mney they have spent at yur facility. Yu can chse t print the tp number f clients up t Mst practices like t examine the tp 50 t 100 clients. Prductivity shws the amunt inviced and des nt include mney cllected, sales tax r percentage discunts. Client Referral Reprts G t Reprts Reprting Utility Client Client Referral Run The Client Referral Reprt cmpiles the business generated by each referral surce. The referral infrmatin must be in the client setup at the time f the invice fr it t be included in the services amunt. Yu will see a subttal fr each referral cde. Use this reprt t assess advertising expenditures and marketing fcus. Patient Prductivity Fill in the Fllwing Numbers Number f Patients G t Reprts Reprting Utility Prductivity Client and Patient Statistics Run Display r Number f New Patients G t Reprts Reprting Utility Client Client Visit Reprt Run Display r Ttal Patient Visits G t Reprts Reprting Utility Accunting Management Cntrl Run. Check the bx t List averages fr invices and visits Display r The Number f Invices is equal t the number f patient visits. This reprt is usually run frm the beginning f the year t the end f the year (r thrugh the present date). 4

5 Average Invice per Patient G t Reprts Reprting Utility Accunting Management Cntrl Run. Check the bx t List averages fr invices and visits Display r The Average Invice [$] is the Avg. invice per patient. This reprt is usually run frm the beginning f the year t the end f the year (r thrugh the present date). Print the Fllwing Reprts Client and Patient Statistics G t Reprts Reprting Utility Prductivity Client and Patient Statistics Run If yu are interested in the specific breed types, check the bx t Print the Cunt Individual Breeds. This will lengthen the reprt but will nt change the cntents f the assciated graph. Mnthly Prductivity Species Selective G t Reprts Reprting Utility Prductivity Mnthly Prductivity Species Selective Run Chse the desired year fr a mnthly evaluatin as t hw many patients were seen and hw many dllars f services were prvided at that time. Included are mnthly percentages f thse ttals fr the whle year Services d nt include tax and discunts. Visit and service dllar amunt graphs will print ut. Reminder Cmpliance Reprt G t Reprts Reprting Utility Cmpliance Reminder Cmpliance Run This reprt will shw hw many reminders were due fr a specific date range, hw many were satisfied and the verall percentage f satisfactin. It will include inactive (as they may have cmplied r nt cmplied during that date range) pets and thse set up nt t receive reminders. Reminder Cmpliance by Recall Reprt G t Reprts Reprting Utility Cmpliance Reminder Cmpliance by Recall Run This reprt lks at reminders as a whle t measure ur verall reminder efficiency. The breakdwn lists cmpliance vs. nn-cmpliance and presents infrmatin abut why the reminders may r may nt have been satisfied. There are specific factrs that can affect the numbers reprted n this reprt. If a patient shws up n the list after running a Real reminder search, IntraVet marks that a reminder was sent in the patient recrd. If yu chse t exclude r include nly specific cdes in yur search r limit the search by recall number, reminders fr that search 5

6 perid will nt be pulled int the search and will be listed as a n reminder sent. Other factrs that culd affect the numbers are excluding clients with future appintments r deleting clients ff the reminder search list. Because they appeared in the riginal search list, IntraVet wuld mark the patient recrd as being sent but in reality a card wuld nt have been printed fr delivery. NOTE: Recently cnverted data may shw inflated numbers fr manually cleared reminders. This is due t hw reminders are cnverted. Reminder Prductivity Reprt G t Reprts Reprting Utility Cmpliance Reminder Prductivity Run This reprt will shw prductivity f reminders including revenue generated frm cmplied reminders versus verall ttal revenue. The reprt presents these numbers either in summary, listing a ttal by department r mre detailed by itemizing each cde under the department. Only thse cdes and/r departments that have reminders will be displayed. Cmpliance # - The number f reminders that the cde satisfied. Cmpliance $ - The revenue generated frm the reminders created ff f that cde. Ttal # - The number f times that cde was given during the selected time perid. It is the same as lking at the prductivity fr that specific cde. Ttal $ - The verall ttal amunt generated frm the cde during the time perid, regardless f whether there were reminders. Cmpliance % - The verall percentage that had reminders n the cde. Barding Prductivity Reprt G t Reprts Reprting Utility Barding Barding Prductivity Run The Barding Prductivity Reprt prvides an verall analysis f barding revenues and usage. This reprt is rganized by Lcatin, then Grup, then Cage type. Fr each cage type it shws: Cage Type - indicates the type f cages yu have in yur facility. Fr example Large Run. Qty/Cap (Quantity/Capacity) - Ttal quantity f each cage type and cage capacity (number f pets per cage). Reserve Cages (1st clumn) - Ttal number f days reserved fr the selected time perid. Fr example, if there are 10 reservatins, each ne made fr 5 days, then yur ttal number f reserved days is 50 (5 days x 10 reservatins). Resv (2nd clumn) - number f actual reservatins bked. 6

7 Using the example given, the actual reservatin number quantity wuld be 10. % (3rd clumn) - Reserve %; percent f cages reserved fr that time perid. Occupancy: Cages (1st clumn) - Ttal number f days ccupied fr the selected time perid. Using the previus example, if 3 f the 10 reservatins check-in, the Occupancy number is 15 (5 days x 3 reservatins). Resv (2nd clumn) - number f reservatins fulfilled. Using the previus example, the ttal fr reservatins fulfilled is 3 reservatins. % (3rd clumn) Occupancy %; percent f cages ccupied fr that time perid. N Shw: Cages (1st clumn) - number f days that clients did nt shw up fr reservatins. Using the previus example, if 2 reservatins (f 5 days each) are unfulfilled, then yur number f N Shws is 10 days (5 days x 2 N Shw Reservatins). Resv (2nd clumn) - number f reservatins that clients did nt shw up fr. Using the abve example, there were 2 reservatins that were unfulfilled. % (3rd clumn) - N Shw %; percent f reservatins unfulfilled fr that time perid. Prvider Prductivity Fill in the Fllwing Numbers NOTE: These reprts can be printed, but it makes it mre difficult t d an verall cmparisn between prviders. Payment Distributin Reprt fr Prviders G t Reprts Reprting Utility Accunting Payment Distributin Reprt fr Prviders Run Display r This reprt shws the prviders individual payments within the selected date range. The reprt shws nly mney cllected within the selected perid, and applies the figures t the invices that they pay (whether these invices were befre r after the perid f the reprt). If an invice has mre than ne prvider invlved, the payment will be split accrding t the percentage f the invice fr each prvider. 7

8 Prvider Prductivity Reprt G t Reprts Reprting Utility Prductivity Prvider s Prductivity Run Display r Ideally yu will want t leave the department field blank s that yu can pull numbers frm all the departments. Yu must als specify a prvider when running this reprt and therefre will have t run this reprt fr each prvider. If yu check the bx t Itemize within each department it will list the individual cdes assciated with that department. This reprt calculates departmental ttals r detailed itemized departmental ttals based n the amunt inviced during the specified date range (usually ne year r year t date). Prductivity (sales) shws nly the amunt inviced and des nt reflect mney cllected. Services d nt include tax r shw percentage discunts. Prvider Prductivity by Referral G t Reprts Reprting Utility Prductivity Prvider s Prductivity by Referrals Run Display r This reprt will give yu the prvider s prductivity based n referrals. The reprt will srt with each prvider but let yu make additinal chice n hw t srt within each prvider sectin. Select all yur prviders r specific nes fr viewing. Returns by Prvider G t Reprts Reprting Utility Prductivity Returns by Prvider Run Display r Yu must als specify a prvider when running this reprt and therefre will have t run this reprt fr each prvider. If yu check the bx t Itemize within each department it will list the individual cdes assciated with that department. This reprt will shw frm which departments and what percentages f the returns are assciated with each prvider. Fee Exceptin srted by Prvider G t Reprts Reprting Utility Prductivity Prvider s Fee Exceptin Run Display r The Prvider s Fee Exceptin Reprt will list infrmatin regarding charges that were mre than r less than the default price at the time f service. Yu must specify a prvider when running this reprt and therefre will have t run this reprt fr each prvider. If yu check the bx t Itemize within each department it will list the individual cdes assciated with that department. Prvider s Prductivity Analysis G t Reprts Reprting Utility Prductivity Prvider s Prductivity Analysis Run Display r The Prvider s Prductivity Analysis Reprt shws the number f patients seen by each prvider in the chsen perid and the percentage f the ttal seen. It als prvides the 8

9 revenue generated by the invices and the percentage f the revenue, and the average revenue per invice. Prductivity (revenue generated) is nly the amunt charged and des nt indicate mney cllected. Services d nt cnsider tax and percentage discunts. Print the Fllwing Reprts Accunts Receivable by Prvider G t Reprts Reprting Utility Accunting Accunts Receivable by Prvider Run Yu can chse which date t calculate the reprt as and decide whether t create a summary reprt shwing prvider ttals nly r list actual client balances by client name r prvider. This aged Accunts Receivable reprt breaks dwn the utstanding balances by prvider. Service Payments Cmparisn fr Prvider G t Reprts Reprting Utility Accunting Services-Payments Cmparisn fr Prviders Run This is a Real Time Reprt and can nly be generated as f the current date. The reprt shws services prvided and payments cllected by each prvider but des NOT include sales tax r discunts. Financial Prductivity Print the Fllwing Reprts Transactin Ttals G t Reprts Reprting Utility Accunting Transactin Ttals Run This reprt will give yu a ttals page similar t the ne n End f Day transactins. In additin t the summary page, yu can select t review transactin infrmatin regarding each day. If daily ttals is selected each page will print apprx. 50 days. If a perid f a year is selected, the reprt culd reach up t 8 pages. If yu want mre detailed infrmatin fr yur ttals page, run the End f Day Transactin Reprt the same perid selecting ONLY the Ttals page. Clinic Summary Reprt G t Reprts Reprting Utility Prductivity Clinic Summary Run This reprt will make cmparisns fr perids based n date selectins. Review net and average invice amunts in additin t credits, debits, returns and refunds. View 9

10 number f invices and clients seen, plus hw many new clients and patients were entered. Management Cntrl G t Reprts Reprting Utility Accunting Management Cntrl Run Use this reprt t calculate, review, and track activity f the Accunts Receivable within a date range and cmpare it t year-t-date ttals. This reprt cmpares current year and previus year fr that date range and year-t-date ttals. The reprt is calculated fr fur different perids, the current perid (the date range yu have specified), current year-t-date (calendar year), last year same perid, and last year year-t-date. Beginning Balances - This indicates the balances added frm a frmer system. Services/Payments - Services/Payments indicate the utstanding net balances n the beginning date f the reprt. Beginning A/R - This is the amunt f mney utstanding as f the first date f the reprt. It is a ttal f the Beginning Balances and Services/Payments fr each perid. Services - The services are the ttal f invices, debit, and credit adjustments fr the perid selected. Services (Ttal) - This rw has a calculated number cmprised f beginning balance adjustments during the perid added t the services fr the same perid. Payments - The payment rw is subtracted frm the previus lines t give a ttal ending Accunts Receivable. Payments are the mney cllected as Cash, Check, r Credit Card. Ending A/R - The amunts reflected in this rw are the ttal f the beginning A/R, added t the Services, with the payments subtracted, giving a ttal A/R fr each f the 4 perids. Yu have the ptin t calculate average invice and visit. Number f Visits - Each client s visit is cunted as ne visit per day regardless f the number f invices that have been generated fr that client during the day. Average Visit - Each client s charges per day are averaged t give yu an average client visit fr the specified perid. This is a dllar amunt. Number f Invices - Each invice saved permanently cunts as an invice. Average Invice - If yu usually d nly ne invice per patient per day, this can be an average patient visit. If an animal has mre than ne invice in a given day, the average will be per invice nt per patient. Accunts Receivable G t Reprts Reprting Utility Accunting Accunts Receivable Run 10

11 This reprt shws past due balances and can be printed in summary frmat, shwing nly the dllar amunt due r with mre detail, giving an actual list f clients with their aged balances. Sales Tax G t Reprts Reprting Utility Accunting Sales Tax Run The Sales Tax Reprt lists the ttal sales, exempt sales, net taxable sales and the tax cllected fr a selected date range. Prducts and Services Print the Fllwing Reprts Departmental Prductivity G t Reprts Reprting Utility Prductivity Departmental Prductivity Run The Departmental Prductivity Reprt shws prductivity fr each department. This reprt shws quantity sld, amunt charged, and percent f ttal sales fr the selected date r range f dates. It des NOT shw any infrmatin abut mney cllected. This reprt can be run t shw department ttals nly r itemized t shw the prductivity f each cde. Returns G t Reprts Reprting Utility Prductivity Returns by Department Run This reprt will generate a list f departments and what percentages f the returns are assciated with that department. If yu check the bx t Itemize within each department it will list the individual cdes within each department. Fee Exceptins G t Reprts Reprting Utility Prductivity Departmental Fee Exceptin Run This reprt will list infrmatin regarding charges that were mre than r less than the default price at the time f service. Yu can chse t shw nly the ttals by department r Itemize within each department and list the details f each cde. Referrals G t Reprts Reprting Utility Prductivity Referring Clinics r Referring Prviders Run 11

12 These tw reprts shw the number f patients referred by ther practices and the amunt f revenue generated by thse visits. Prductivity shws nly the amunt inviced and des nt reflect mney cllected. Infrmatin is gathered frm the referral prvider (and their assciated practice) listed in the patient setup. Inventry G t Reprts Reprting Utility Inventry Year-t-Date Inventry Run This reprt cntains the ttal purchases fr last year and current year t date, alng with the ttal value f current inventry n hand. Inventry G t Reprts Reprting Utility Inventry Inventry Details Run This reprt shws a mre cmplete picture f yur inventry including Purchase amunt, purchase quantity, sales quantity, n hand amunt, available quantity and the selling price. Estimates G t Reprts Reprting Utility Utility Estimate Templates Reprt Run This reprt utlines yur saved estimate templates with the ptin t print details abut each estimate r a summary reprt shwing nly the minimum and maximum values f each estimate. Ht Items G t Reprts Reprting Utility Prductivity Ht Items Reprt Run This reprt generates a list f yur mst frequently sld prducts. Select specific date ranges and ther ptins. Prfile Overview Summarize yur numbers: # f Clients Avg/per client Ttal Net Services Outstanding A/R Prcedure Sales # f Patients Avg/per patient Ttal Net Payments Inventry $ On Hand Inventry Sales 12

13 Review the Numbers Nw that yu have printed yur client prductivity reprts, review them! What are the numbers telling yu? D yu find that yu have had large increases in new clients r patients but a lw retentin rate? Or d yu have lng time clients with little grwth? What are the types f animals that make up yur practice? Mstly dgs and cats? Have yu nticed an increase in extics ver the last few years? What abut yur reminding effrts? Are clients respnding t yur reminders? Hw well is yur barding serving yu? Are yu cntinually bked, is it seasnal, r d peple rarely use yu fr barding? Increase Prductivity Market Yurself t New Clients Get invlved in cmmunity prjects t meet ptential clients. Write an Ask the Vet clumn. Speak n a segment n a lcal talk radi shw. Create Newsletters t infrm clients f changes in yur practice. Expanded hurs, added services. Create/Update yur website. Get yur name ut there! all these things are ging t attract and keep clients. Strengthen Existing relatinships - Invlve clients in yur cmmunity prjects. Lk at the types f animals served Highlight changes in types f animals served. Utilize pet stres and clubs. Scale back animals that are decreasing. Think abut why changes are ccurring. Reminders Are clients cmplying with yur requests t return? 13

14 Make yur reminders stand ut by sending ut funny r cute pstcards r adjusting the text s it desn t seem s much like a frm letter. Start calling clients instead f sending ut that 3rd pstcard. Think abut ing reminders r using a service t pst them nline? Increase the number f reminders yu send. Pst signage utside yur practice. A simple phne call t remind smene abut regular bld wrk fr their pet r a snippet in a newsletter abut services that yu ffer all wrk t remind smene t cme in. Barding Offer barding specials fr the weekdays. Set Dggie Daycare thrugh the week at a reasnable price. Start nce a week classes that clients can bring their dgs in t bard fr the day. During the class, yur staff can wrk with the pet n varius things like bedience r scializing with ther animals. Offers fun things t d thrughut the week fr pets, like Yappy Hurs. Update yur facility. Staff Invlvement Make staff a part f yur success. Ask them what yu can d better r what clients want. Start a suggestin bx. Reward effrts and gd ideas. Remind them that increased prfits and services eventually trickles dwn t their pckets. Set Gals Create gals fr the year. Make sure things that are dne well are recgnized. Cnstructively list areas t imprve. Outline a plan n hw t achieve yur gals. Be realistic and celebrate milestnes! 14