Chapter 27: Reports & Analytics

Overview

The Reports module provides pre-built reports to help you monitor agency performance, track compliance requirements, and analyze clinical operations. Reports can be filtered by date range, branch, status, and other criteria, then exported to CSV or PDF for further analysis.

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Reports Dashboard

Available Reports

The Reports main page displays four report cards:

1. Patient Census Report

• Icon: People icon (blue)
• Description: "All active patients with MRN, SOC date, episode dates, primary diagnosis, assigned clinician, and payer."
• Use Case: View your current patient list, track census numbers, analyze payer mix
• Best For: Daily census tracking, billing reports, admission reports

2. Episode Management Report

• Icon: Calendar icon (blue)
• Description: "Track episodes and recertification deadlines by patient, status, and reason for care."
• Use Case: Monitor upcoming recertifications, track episode expirations, identify pending assessments
• Best For: Compliance tracking, recert planning, episode status monitoring

3. Missed Visit Report

• Icon: Warning triangle (blue)
• Description: "Missed or cancelled visits for survey readiness. Filter by date, status, and branch."
• Use Case: Track missed and cancelled visits, prepare for state surveys, analyze compliance issues
• Best For: Survey preparation, quality improvement, visit compliance tracking

4. Recertification Due Report

• Icon: Calendar with checkmark (blue)
• Description: "Episodes with certification ending in the next 14 days (or 7-day / 8-14-day windows). Matches the home dashboard recert widget."
• Use Case: Plan upcoming recertifications, ensure timely OASIS completion
• Best For: Recertification planning, avoiding expired episodes

How to Access Reports

Click any report card to open that report.

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Patient Census Report

Report Header

Back to Reports Button:

• Arrow icon on the left
• Returns to Reports dashboard

Title: "Patient Census Report"

Action Buttons (Top Right):

• Refresh - Reloads the report data
• Export CSV - Downloads report as CSV file (opens in Excel)
• Export PDF - Downloads report as PDF file (for printing or sharing)

Filters Section

The gray Filters box allows you to refine the report:

Filter	Type	Description	Options
Search by name or MRN	Text input	Search for specific patient by name or medical record number	Free text
Status	Dropdown	Filter by patient/episode status	"All", "Active", "Discharged", "Pending", "Transferred", "Deceased"
Branch	Dropdown	Filter by branch (multi-branch agencies only)	List of your branches or "All"

Apply Button:

• Blue button
• Applies selected filters to the report
• Reloads data with filtered results

Clear Filters Button:

• Gray button
• Resets all filters to default (All)
• Reloads full report

Report Table

The table displays patient census data with the following columns:

Column	Description	Example
Patient Name	Full name (clickable link to patient profile)	"Mnul Abdi", "Abdi abdulasim"
MRN	Medical Record Number	"1028", "1040"
SOC Date	Start of Care date (episode start)	"2026-02-23", "2026-04-01"
Episode Start	Episode certification start date	"2026-04-01"
Episode End	Episode certification end date (60 days from start)	"2026-05-30"
Primary Diagnosis	Primary diagnosis from care order	"Essential (primary) hypertension", "Type 2 diabetes mellitus"
Assigned Clinician	Primary clinician for this patient	"RN Test Clinician", "Michael Rodriguez"
Payer	Primary insurance payer	"Blue Cross Blue Shield", "Medicare of Texas"
Branch	Branch name (if multi-branch)	"North Austin Branch", "—" (HQ)
Status	Episode status with color-coded badge	Green "ACTIVE", Gray "DISCHARGED", Yellow "PENDING", Blue "TRANSFERRED"

Status Badge Colors

Status	Badge Color	Meaning
ACTIVE	Green	Episode is active, patient receiving services
PENDING	Yellow	Patient admitted but episode not yet started (OASIS SOC not approved)
DISCHARGED	Gray	Episode ended, patient discharged
TRANSFERRED	Blue	Patient transferred to another facility
DECEASED	Gray	Patient deceased

Pagination

Bottom of the table shows:

• Total items count
• Current page number
• Navigation arrows (< >)
• Page selector (1, 2, 3, ...)

Exporting the Report

Export CSV:

1. (Optional) Apply filters to show only specific patients
2. Click "Export CSV" button
3. File downloads automatically (filename: patient-census-YYYY-MM-DD.csv)
4. Open in Excel or Google Sheets

Use Cases for CSV:

• Import into accounting software
• Create pivot tables for analysis
• Share with finance department
• Track census trends over time

Export PDF:

1. (Optional) Apply filters
2. Click "Export PDF" button
3. File downloads automatically (filename: patient-census-YYYY-MM-DD.pdf)
4. Open in PDF viewer or print

Use Cases for PDF:

• Print for meetings
• Share with board of directors
• Compliance documentation
• Management reports

Note: Exports include ALL matching records (not just current page). If you have 500 patients and no filters, the export contains all 500.

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Episode Management Report

Purpose

This report helps you track episodes and recertification deadlines to ensure timely OASIS assessments and avoid expired episodes.

Filters Section

Filter	Type	Options
Search by name or MRN	Text input	Free text
Episode Status	Dropdown	"All", "Active", "Nearly Expiration", "Pending Assessment", "Pending QA Review", "Pending Physician Signature", "Expired", "Pending Discharge", "Discharged", "Deceased", "Cancelled", "On Hold"
Reason for Care	Dropdown	"All", "New Admission", "Recertification", "Resumption of Care"
Branch	Dropdown	Branch selector (multi-branch)

Apply / Clear Filters buttons work the same as Patient Census Report.

Report Table

Column	Description	Example
Patient Name	Full name (clickable link)	"Abe bela", "Nesredin Haji"
MRN	Medical Record Number	"43580", "43434"
Episode Date	Certification start date	"2025-11-26"
Episode Start	Episode start date (same as above in most cases)	"2026-01-26"
Episode End	Certification end date (60 days from start)	"2026-01-26"
Recent Clinician	Last clinician to visit patient	"—" (none yet)
Days Until Recert	Days remaining until recertification due	"—" (calculated)
Status	Episode status badge	Green "Active", Yellow "Pending Assessment", Gray "Discharged"
Reason for Care	Episode type	"New Admission", "Recertification"
Assigned Clinician	Primary clinician	"Abebc Godeen", "RN Test Clinician"
Physician	Ordering physician	"Nesredin Haji", "Barn Haji"
Branch	Branch name	"North Austin Branch", "West Coast Division"
Payer	Insurance payer	"Medicare of Texas", "Blue Cross Blue Shield"

Key Status Values

Status	Meaning	Action Required
Active	Episode is running normally	Monitor recert deadline
Nearly Expiration	Episode ending soon (within 14 days)	Schedule recertification OASIS
Pending Assessment	Recert OASIS due but not started	Clinician must complete OASIS
Pending QA Review	OASIS submitted, awaiting QA approval	QA team must review
Pending Physician Signature	OASIS approved, awaiting physician signature	Send to physician
Expired	Episode ended without recert or discharge	Critical - episode lapsed
Pending Discharge	Discharge OASIS in progress	Complete discharge assessment

Use Cases

Weekly Recert Planning:

1. Filter Status = "Nearly Expiration"
2. See all episodes expiring in next 14 days
3. Schedule recert visits for those patients

Tracking Pending OASISs:

1. Filter Status = "Pending Assessment"
2. Identify patients who need recert OASIS
3. Assign to clinicians

Compliance Audit:

1. Filter Status = "Expired"
2. Investigate why episodes lapsed without recert or discharge
3. Take corrective action

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Missed Visit Report

Purpose

This report tracks missed and cancelled visits for quality monitoring and state survey preparation. Agencies must document reasons for missed visits and corrective actions.

Filters Section

Filter	Type	Options
Search by name or MRN	Text input	Patient name or MRN
Status	Dropdown	"Missed & Cancelled" (all), "Missed", "Cancelled"
From Date	Date picker	Start date (format: dd/mm/yyyy)
To Date	Date picker	End date (format: dd/mm/yyyy)
Branch	Dropdown	Branch selector

Report Table

Column	Description	Example
Scheduled Date	Date the visit was originally scheduled	"2026-04-28", "2026-04-23"
Patient Name	Full name (clickable link)	"Amina Ali", "Abe bela"
MRN	Medical Record Number	"1025", "43585"
Status	Visit status badge	Gray "Cancelled"
Clinician	Clinician assigned to the visit	"Abebc Godeen", "—" (unassigned)
Branch	Branch name	"North Austin Branch"
Notes	Reason for cancellation or missed visit	"Cancelled - patient transferred to inpatient facility and discharged from agency on 2026-01-13"

Understanding the Notes Column

The Notes column is critical for compliance. It shows:

• Why the visit was missed or cancelled
• What action was taken (if any)
• System-generated notes (e.g., "Cancelled - patient transferred...")
• Staff-entered notes (manual explanations)

Examples:

• "Cancelled - patient transferred to inpatient facility and discharged from agency on 2026-01-13"
• "Cancelled. Removed"
• "Cancelled - patient transferred to inpatient facility on 2025-12-25. Date cleared. Death OASIS was approved for this episode, visit cancelled to align with Deceased status."

Use Cases

Survey Preparation:

1. Set date range to last 90 days
2. Filter Status = "Missed"
3. Review all missed visits
4. Ensure all have documented reasons and follow-up notes
5. Export PDF for survey binder

Quality Improvement:

1. Run monthly (e.g., filter to last 30 days)
2. Count missed visits per clinician
3. Identify patterns (same clinician, same patient, specific visit types)
4. Address root causes (scheduling issues, patient compliance, transportation)

Administrative Review:

1. Filter by specific patient (search by name)
2. See all their missed/cancelled visits
3. Determine if patient needs additional support or discharge

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Recertification Due Report

Purpose

Tracks episodes with certification ending soon (within 14 days or customizable windows). Helps ensure timely recertification OASISs are completed before episodes expire.

Note: This report matches the Recertification Due widget on the home dashboard (Chapter 2), but provides more detail and export capability.

Typical Use

1. Run weekly (every Monday)
2. Filter to "Next 7 Days" window
3. See all episodes expiring this week
4. Schedule recert visits for those patients
5. Assign OASIS assessments to clinicians

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Common Filters Explained

All reports share similar filter patterns:

Search by Name or MRN

• What: Free text search
• How it works: Searches both patient name (first and last) and MRN
• Example: Type "Ali" → Shows "Amina Ali" and "Ali abayo"
• Case-insensitive: "ali" and "Ali" return same results

Status Dropdown

• What: Filter by patient, episode, or visit status (varies by report)
• Options: Report-specific (Active, Discharged, Pending, etc.)
• Default: "All" (shows all statuses)

Date Range (From Date / To Date)

• What: Filter by date range for visits or episodes
• Format: dd/mm/yyyy (use date picker or type)
• Example: From = 01/01/2026, To = 31/01/2026 → Shows January 2026 only
• Tip: Leave blank to show all dates

Branch Dropdown (Multi-Branch Agencies Only)

• What: Filter by specific branch or "All"
• Visibility: Only appears if your agency has multiple branches
• Use Case: Branch managers can filter to see only their branch's data

Apply Button

• Clicking "Apply" executes the report with selected filters
• Report table reloads with filtered results
• Pagination resets to page 1

Clear Filters Button

• Clicking "Clear Filters" removes all filters
• Resets to default view (all records)
• Useful for starting fresh after complex filtering

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Exporting Reports

All reports include Export CSV and Export PDF buttons.

Export CSV (Excel-Compatible)

How:

1. (Optional) Apply filters to narrow results
2. Click "Export CSV" button (icon: download arrow)
3. File downloads automatically
4. Filename format: [report-name]-YYYY-MM-DD.csv
   • Example: patient-census-2026-04-10.csv

What's Included:

• ALL matching records (not just current page)
• Example: If report shows 500 patients, export includes all 500
• Respects filters (if you filtered to Active only, export includes only Active)

Opening the File:

• Double-click to open in Excel or Google Sheets
• Data appears in columns matching the report table
• Use for pivot tables, charts, or importing into other systems

Use Cases:

• Financial analysis (payer mix, revenue by payer)
• Census tracking over time (export monthly, compare trends)
• Data migration or backup
• Importing into billing software

Export PDF (Print-Ready)

How:

1. (Optional) Apply filters
2. Click "Export PDF" button (icon: PDF file)
3. File downloads automatically
4. Filename format: [report-name]-YYYY-MM-DD.pdf

What's Included:

• ALL matching records (same as CSV)
• Formatted as a professional report with header and footer
• Agency logo and name (if configured)
• Report title and date generated
• Filters applied (shown in report header)

Use Cases:

• Printing for meetings
• Sharing with non-technical stakeholders (board members, administrators)
• Compliance binders (survey preparation)
• Management presentations

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Understanding Report Data

Patient Census Report Columns Explained

MRN (Medical Record Number):

• Unique patient identifier
• Format: 4-6 digit number (e.g., 1025, 43585)
• Assigned when patient is admitted

SOC Date (Start of Care):

• Date the patient's first episode began
• Important for tracking patient tenure
• May differ from Episode Start if patient had multiple episodes

Episode Start / Episode End:

• Episode Start = Certification start date (from approved OASIS SOC/Recert/ROC)
• Episode End = Certification end date (typically 60 days after start)
• Example: Start = 2026-01-01, End = 2026-02-29 (60-day episode)

Primary Diagnosis:

• The main diagnosis from the care order
• Coded diagnosis (ICD-10) with description
• Example: "Essential (primary) hypertension", "Type 2 diabetes mellitus"

Assigned Clinician:

• The primary case manager or clinician assigned to this patient
• Set in the care order or patient record
• May be "—" if not assigned

Status Interpretation:

• ACTIVE = Patient is currently receiving home health services
• PENDING = Patient admitted but episode not started (OASIS SOC pending approval)
• DISCHARGED = Episode ended, patient discharged
• TRANSFERRED = Patient moved to another facility (hospital, SNF)
• DECEASED = Patient passed away

Episode Management Report Columns Explained

Episode Date:

• Same as Episode Start
• Primary sort column (earliest expiration first)

Recent Clinician:

• Last clinician to complete a visit for this patient
• May differ from Assigned Clinician
• Shows actual service delivery

Days Until Recert:

• Number of days remaining until episode expires
• Calculated as: Episode End Date - Today
• Negative number = episode already expired (critical issue)
• Example: Days Until Recert = 5 → Episode expires in 5 days

Reason for Care:

• New Admission - Patient's first episode
• Recertification - Continuing care episode after previous 60 days
• Resumption of Care - Returning after transfer or hospitalization

Missed Visit Report Columns Explained

Scheduled Date:

• The date the visit was originally scheduled
• Not the date it was cancelled

Status:

• Cancelled - Visit was manually cancelled by admin/clinician
• Missed - Visit was scheduled but clinician never checked in (no-show or forgotten)

Notes:

• Critical for compliance
• Must explain WHY visit was missed/cancelled
• Includes system-generated notes (e.g., patient transfers, discharges, deaths)
• May include staff-entered notes

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Best Practices

1. Run Patient Census Report Daily

Why:

• Track daily census changes (admissions, discharges)
• Monitor payer mix (Medicare vs private insurance ratio)
• Verify assigned clinicians are correct

How:

• Each morning, open Patient Census Report
• Filter Status = "Active"
• Check total count vs. yesterday's count
• Note: Increase = admissions, Decrease = discharges

2. Run Episode Management Report Weekly

Why:

• Ensure no episodes expire without recertification
• Plan upcoming recert visits 2 weeks in advance

How:

• Every Monday morning:
  • Filter Status = "Nearly Expiration"
  • Sort by Days Until Recert (ascending)
  • Identify patients with < 14 days remaining
  • Schedule recert visits for those patients

3. Use Missed Visit Report for Survey Prep

Why:

• State surveys require documentation of missed/cancelled visits
• Must demonstrate corrective actions

How:

• Quarterly (or before expected survey):
  • Set date range to last 90 days
  • Export PDF
  • Review each missed/cancelled visit
  • Ensure all have documented reasons and follow-up
  • Add to compliance binder

4. Export Reports Monthly for Trend Analysis

Why:

• Track performance over time
• Identify seasonal patterns
• Support strategic planning

How:

• Last day of each month:
  • Export Patient Census (Active patients)
  • Export Episode Management (all episodes)
  • Save with month in filename (e.g., census-2026-01-January.csv)
  • Create a spreadsheet comparing month-over-month trends

5. Filter by Branch for Multi-Branch Agencies

Why:

• Branch managers need to focus on their branch only
• Compare performance across branches

How:

• If you manage multiple branches:
  • Use Branch filter to isolate one branch
  • Run report, export results
  • Repeat for other branches
  • Compare metrics (census, missed visits, etc.)

6. Use Reason for Care Filter to Track Admissions vs Recerts

Why:

• New Admissions = growth indicator
• Recertifications = retention indicator

How:

• Episode Management Report → Filter Reason for Care:
  • "New Admission" → Count total new patients this month
  • "Recertification" → Count total continuing episodes
• Calculate ratio: New Admissions / Total Episodes = admission rate

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Common Scenarios

Scenario 1: Need to Know Current Patient Count

Goal: How many active patients do we have today?

Solution:

1. Go to Reports → Patient Census Report
2. Filter Status = "Active"
3. Click "Apply"
4. Look at total count at bottom of table (e.g., "Page 1 of 3 - 67 total items")
5. Answer: 67 active patients

Scenario 2: Identify Patients Needing Recert This Week

Goal: Which patients need recertification OASIS this week?

Solution:

1. Go to Reports → Episode Management Report
2. Filter Status = "Nearly Expiration"
3. Sort by Days Until Recert (ascending)
4. Look for patients with Days Until Recert ≤ 7
5. Export the list
6. Assign recert visits to clinicians

Scenario 3: Survey Inspector Asks for Missed Visits Last Quarter

Goal: Provide documentation of all missed visits in Q1 2026.

Solution:

1. Go to Reports → Missed Visit Report
2. Set From Date = 01/01/2026
3. Set To Date = 31/03/2026
4. Click "Apply"
5. Click "Export PDF"
6. Review report to ensure all visits have documented reasons
7. Provide PDF to surveyor

Scenario 4: Compare Branch Performance

Goal: How does North Austin Branch compare to West Coast Division?

Solution:

1. Go to Reports → Patient Census Report
2. Filter Branch = "North Austin Branch"
3. Note total count (e.g., 45 patients)
4. Export CSV as census-north-austin-2026-04.csv
5. Clear filters
6. Filter Branch = "West Coast Division"
7. Note total count (e.g., 32 patients)
8. Export CSV as census-west-coast-2026-04.csv
9. Compare payer mix, average episode length, etc.

Scenario 5: Need List of All Medicare Patients

Goal: Export all Medicare patients for a Medicare-specific initiative.

Solution:

1. Go to Reports → Patient Census Report
2. (Currently no payer filter visible, so must export all and filter in Excel)
3. Export CSV
4. Open in Excel
5. Filter Payer column to "Medicare of Texas" or "Medicare"
6. Result: Filtered list of Medicare patients only

Alternative: Request your administrator to add a Payer filter to the Patient Census Report filters.

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Troubleshooting

Issue: Report Shows No Data

Symptom: Report table is empty, shows "No records found" or similar message.

Possible Causes:

1. Filters are too restrictive (no records match)
2. No data exists (e.g., no missed visits in selected date range)
3. Permission issue (can't see data from other branches)

Solution:

• Click "Clear Filters" button
• If still empty, data truly doesn't exist
• Check your permissions (can you see all branches?)

Issue: Export Button is Disabled

Symptom: "Export CSV" or "Export PDF" button is grayed out and cannot be clicked.

Possible Causes:

1. Report has no data (total items = 0)
2. Report is currently loading
3. An export is already in progress

Solution:

• Wait for report to finish loading
• Apply filters to ensure report has data
• If exporting, wait for previous export to complete

Issue: Exported File Won't Open

Symptom: Downloaded CSV or PDF file shows error when opening.

Possible Causes:

1. Export failed on backend (error returned as file)
2. File is corrupted
3. Permissions issue

Solution:

• Check for error toast notification when you clicked export
• Try exporting again
• Try different format (if CSV fails, try PDF)
• Check browser downloads folder for error messages

Issue: Report Shows Different Count Than Expected

Symptom: Patient Census shows 50 active patients, but you expected 55.

Possible Causes:

1. 5 patients are in "Pending" status (not Active yet)
2. Filters are applied
3. Branch filter is hiding patients from other branches

Solution:

• Clear all filters and check total count
• Review Status filter - change to "All"
• Check Branch filter - change to "All"
• Verify patient statuses in Patients module

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Permissions and Access Control

Required Permissions

Action	Required Permission	Notes
View Reports Menu	VIEW_REPORTS	Without this, Reports menu is hidden
Run Patient Census Report	VIEW_REPORTS	Standard access
Run Episode Management Report	VIEW_REPORTS	Standard access
Run Missed Visit Report	VIEW_REPORTS	Standard access
Export Reports	EXPORT_REPORTS or VIEW_REPORTS	May require separate export permission
View All Branches	MANAGE_BRANCHES or Admin role	Without this, can only see own branch

Role-Based Access Examples

Agency Administrator (Full Access)

• Permissions: All report permissions, MANAGE_BRANCHES
• Can See: All branches, all reports, all filters
• Use Case: Review agency-wide performance, multi-branch comparison

Branch Manager (Branch-Specific)

• Permissions: VIEW_REPORTS, but not MANAGE_BRANCHES
• Can See: Only their branch's data (Branch filter is auto-set)
• Cannot See: Other branches' patients or data
• Use Case: Manage their branch's census, missed visits, recerts

Billing Specialist (Census Only)

• Permissions: Limited to Patient Census Report
• Cannot Access: Episode Management or Missed Visit reports
• Use Case: Track billable census, verify payer assignments

Clinician (No Access)

• Permissions: None
• Cannot Access: Reports module
• Why: Clinicians don't need aggregate reports; they access their own schedule via "My Schedules"

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Integration with Other Modules

Patient Module (Chapter 14)

• Link: Patient names in reports are clickable links to patient profile
• Impact: Quickly navigate from report to patient details

Care Orders (Chapter 15)

• Link: Episode data comes from Care Order records
• Impact: Episode status, dates, and reason for care populate Episode Management Report

Schedule Center (Chapter 23)

• Link: Missed/Cancelled visits come from Schedule Center
• Impact: Cancelled visits appear in Missed Visit Report with cancellation reasons

Dashboard Widgets (Chapter 2)

• Link: Recertification Due Report matches the recert widget on home dashboard
• Impact: Widget provides quick count, report provides detailed list

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