Reporting & Analytics
Clinivoz's reporting tools give you data-driven insight into how your clinic is performing — from how many new inquiries came in this month, to which referral sources are most productive, to how your revenue is trending.
1. Accessing Reports​
Click Reporting in the left sidebar. The reporting section is organized into several sub-sections:
| Report Section | What It Shows |
|---|---|
| Overview / Dashboard | Summary of key metrics at a glance |
| Contacts | New contacts added over time, by source |
| Appointments | Bookings, completions, cancellations, no-shows |
| Leads | Pipeline volume, conversion rates, stage durations |
| Calls | Call volume, duration, missed calls |
| Revenue | Invoices sent, collected, outstanding |
| Attribution | Which marketing sources are generating leads |
| Agent Reporting | Individual team member performance |
| Google Business | Reviews, search visibility (if connected) |
| Facebook Ads | Ad spend and lead performance (if connected) |
2. Key Metrics for Speech & ABA Clinics​
Intake & Growth Metrics​
| Metric | Why It Matters |
|---|---|
| New Inquiries (MTD/QTD/YTD) | Volume of incoming leads |
| Inquiry → Evaluation Conversion Rate | % of leads who schedule an evaluation |
| Evaluation → Active Client Conversion Rate | % of evaluations that result in ongoing services |
| Average Intake Cycle Time | Days from first inquiry to first therapy session |
| Waitlist Size | Current demand vs. capacity |
| Referral Source Breakdown | Which sources drive the most qualified leads |
Operations Metrics​
| Metric | Why It Matters |
|---|---|
| Total Appointments Scheduled | Overall scheduling volume |
| Appointment Completion Rate | % of booked appointments that occur |
| No-Show Rate | % of bookings that result in no-shows |
| Cancellation Rate | Frequency of cancellations; may signal scheduling issues |
| Average Response Time | How quickly your team replies to inquiries |
Revenue Metrics (for Private Pay / Co-Pays)​
| Metric | Why It Matters |
|---|---|
| Revenue Collected (MTD/YTD) | Total payments received |
| Outstanding Invoices | Uncollected amounts |
| Revenue by Service Type | Which services drive the most revenue |
| Average Revenue Per Client | Useful for forecasting |
3. Running a Report​
- Go to Reporting.
- Select the report type from the left panel.
- Set the date range using the date picker (options: Today, This Week, This Month, Last Month, Custom Range).
- Filter by assigned user, tag, pipeline, or other parameters as needed.
- View results in the chart or table.
- Click Export (download icon) to save the data as a CSV.
4. Lead Pipeline Report​
The Lead Pipeline Report is particularly valuable for clinic owners to track the intake funnel.
What it shows:
- Total leads added in the period
- Leads by pipeline stage
- Won vs. Lost breakdown
- Average value of won leads
- Time in stage (identifies bottlenecks)
- Conversion rate at each stage
How to use it:
- If many leads are stuck in "Awaiting Insurance Auth," your team may need a more proactive follow-up process.
- If conversion from "Evaluation Scheduled" to "Active Client" is low, revisit your evaluation-to-treatment process.
- If inquiries are high but bookings are low, your response time or follow-up sequence may need improvement.
5. Appointment Report​
What it shows:
- Total appointments booked by calendar/therapist
- Completed, cancelled, no-show breakdown
- No-show rate over time
- Cancellation reason (if captured)
How to use it:
- Track no-show rate by therapist or appointment type.
- Identify if your reminder sequence is effective (no-show rate should decrease once reminders are active).
6. Contact Source Attribution​
Understanding where your clients come from helps you invest marketing dollars wisely.
Go to Reporting > Contacts and filter by Source to see:
| Source | What It Means |
|---|---|
| Website Form | Organic website traffic |
| Google Ads | Paid search |
| Facebook/Instagram | Social media campaigns |
| Physician Referral | Doctor-referred |
| School Referral | School-referred |
| Word of Mouth | Client or family referral |
| Insurance Panel | Clients who found you through their insurance directory |
Track which sources produce the most conversions (not just inquiries) to understand true ROI.
7. Agent (Team Member) Reporting​
See how individual staff members are performing:
- Number of contacts handled
- Conversations replied to
- Response time
- Appointments booked
- Leads moved
Go to Reporting > Agent Reporting and select a team member and date range.
8. Scheduled Reports​
Save time by setting up automated report emails delivered to you on a schedule.
- Navigate to any report.
- Click Schedule Report.
- Choose frequency: Daily, Weekly, Monthly.
- Enter the email address(es) to send to.
- Save.
You'll receive a PDF summary of the report automatically — great for Monday morning clinic reviews.
9. Dashboard Customization​
Your main dashboard can be configured to show the metrics most important to your role. See Dashboard Overview for widget configuration instructions.