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This page covers every monitoring and reporting tool available: the live counters on the workspace, the appointment chart, the analytics dashboard, the three built-in reports, and the automated notifications that run in the background without any manual action.

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Number Cards

Number cards are the live counters at the top of the Healthcare workspace. They update in real time as records are created and updated.

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Total Patients

What it answers: How many active patients are registered at the eye care center? Why it matters: Tracks your total patient base. Growing numbers over time reflect clinic growth. Review it monthly. Who checks it: Healthcare Administrator Where it is: Healthcare workspace, first card

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Total Patients Admitted

What it answers: How many patients are currently in a surgical bay or overnight bed right now? Why it matters: Gives the nursing team an instant count of admitted patients. For eye care centers that do day surgery, this fluctuates rapidly throughout the day as patients come in for procedures and are discharged. Who checks it: Ophthalmic Nurse, Healthcare Administrator Where it is: Healthcare workspace, second card

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Open Appointments

What it answers: How many patients have arrived for their appointment but have not yet been seen? Why it matters: “Open” means the patient is in the waiting room. A high number means patients are waiting. If this number stays high into the afternoon, appointments are running behind schedule. Who checks it: Front Desk, Ophthalmologists, Optometrists Where it is: Healthcare workspace, third card

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Appointments to Bill

What it answers: How many completed appointments have not yet been invoiced? Why it matters: This is your daily billing checklist. Every completed appointment should have an invoice. If this number grows over several days, revenue is being lost. Target: zero by end of each business day. Who checks it: Billing team, Healthcare Administrator Where it is: Healthcare workspace, fourth card

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Workspace Chart

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Patient Appointments (Bar Chart)

What it answers: How many appointments were completed each day? Why it matters: Shows booking volume trends for your practice. Useful for identifying the busiest days, spotting growth, and planning staffing for optometrists and doctors. Who checks it: Healthcare Administrator, Practice Manager Where it is: Healthcare workspace, below the number cards How to read it: Each bar is one day. Height = number of appointments (cancelled ones excluded).

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Analytics Dashboard Charts

Click the Dashboard shortcut on the workspace to open these charts.

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Clinical Procedures (By Type)

What it answers: Which investigations and procedures are performed most often? Why it matters: For an eye care center, this shows which investigations dominate your workload - whether it’s OCT, tonometry, fundus photography, or surgical procedures. Informs equipment investment decisions and technician staffing. Who checks it: Healthcare Administrator, Clinical Lead Where it is: Healthcare Dashboard

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Clinical Procedures Status

What it answers: How many investigations/procedures are pending, in progress, or completed? Why it matters: Pending investigations that should be complete may indicate a backlog in the investigations team. For example, if multiple OCT investigations have been pending since morning, the OCT technician may need support. Who checks it: Healthcare Administrator, Ophthalmic Technician Lead Where it is: Healthcare Dashboard

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Department-wise Patient Appointments

What it answers: Which department (Ophthalmology, Optometry, Glaucoma, Retina, etc.) sees the most patients? Why it matters: Guides resourcing decisions - if Glaucoma consistently has the most appointments, that department may need more doctor sessions per week. Who checks it: Healthcare Administrator Where it is: Healthcare Dashboard

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Diagnoses

What it answers: Which eye diagnoses are recorded most frequently? Why it matters: Clinical intelligence for your practice. If cataract is the most common diagnosis, your surgical list may need to expand. If dry eye is increasing, it may be worth a dedicated dry eye clinic session. Who checks it: Ophthalmologist (senior), Healthcare Administrator Where it is: Healthcare Dashboard

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Symptoms (Complaints)

What it answers: What are patients most commonly coming in for? Why it matters: Understanding the most common presenting complaints (blurry vision, eye pain, redness, floaters, light flashes) helps plan clinical sessions and patient education materials. Who checks it: Ophthalmologist, Optometrist, Healthcare Administrator Where it is: Healthcare Dashboard

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Inpatient Status

What it answers: What is the current breakdown of admitted patients (active, discharged, cancelled)? Why it matters: Relevant for centers that do day surgery - tracks the surgical list status throughout the day. Who checks it: Ophthalmic Nurse, Healthcare Administrator Where it is: Healthcare Dashboard

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Lab Tests (By Type)

What it answers: Which lab tests are ordered most often? Why it matters: Helps the lab team plan reagent stock. At an eye care center, pre-operative blood tests (blood sugar, CBC) are the most common - a spike may indicate an increase in surgical volume. Who checks it: Laboratory User, Healthcare Administrator Where it is: Healthcare Dashboard

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Built-in Reports

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Patient Appointment Analytics

What it answers: How are appointment volumes distributed across doctors, departments, appointment types, or time periods? Why it matters: The most useful management report for an eye care center. Filter by “Refraction” appointment type to see optometry workload separately from ophthalmology. Filter by department to compare Glaucoma vs Retina vs General Ophthalmology. Who uses it: Healthcare Administrator, Practice Manager Typical use case: Monthly review of appointment volumes by optometrist and ophthalmologist to plan the following month’s schedule. Where to find it: Healthcare workspace → Reports card → Patient Appointment Analytics Filters available: From date, To date, Practitioner, Department, Appointment Type, Range (Monthly, Quarterly)

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Lab Test Report

What it answers: What is the status of all lab tests in a given period? Why it matters: For eye care, pre-operative blood tests must be completed and approved before a patient can go into surgery. This report shows which tests are pending so the pre-op nurse can follow up. Who uses it: Laboratory User, Ophthalmic Nurse (pre-op), Healthcare Administrator Typical use case: The day before a surgical list, run this report to confirm all pre-op tests for tomorrow’s patients are approved. Where to find it: Healthcare workspace → Reports card → Lab Test Report
What it answers: Which eye diagnoses are becoming more or less frequent over time? Why it matters: A growing trend in a specific diagnosis (e.g., diabetic retinopathy) might indicate a need to expand that clinical service. Useful for quarterly clinical governance reviews. Who uses it: Ophthalmologist (clinical lead), Healthcare Administrator Typical use case: Quarterly review of diagnosis patterns for service planning and community health awareness. Where to find it: Healthcare workspace → Reports card → Diagnosis Trends

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Inpatient Medication Orders (Report)

What it answers: Which medication doses for surgical/inpatient patients are pending and which have been given? Why it matters: Ensures surgical patients receive their post-operative eye drops and medications on schedule. A missed dose after retinal or cataract surgery has clinical consequences. Who uses it: Ophthalmic Nurse Typical use case: Post-operative nursing rounds - run this report to see all pending medication orders for patients in recovery. Where to find it: Healthcare workspace → Reports card → Inpatient Medication Orders

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Automated Notifications and Scheduled Actions

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Appointment Confirmation SMS

Trigger: Patient Appointment is saved (created or updated) Recipient: Patient (sent to mobile number on Patient record) Message: Configured in Healthcare Settings → Appointment Confirmation Message Purpose: Confirms the appointment to the patient immediately after booking For an eye care center: Include the advice to come with any existing glasses or contact lenses, and to bring any previous prescription

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Appointment Reminder SMS

Trigger: Runs continuously in the background; fires when the appointment is within the “Remind Before” window Recipient: Patient Message: Configured in Healthcare Settings → Appointment Reminder Message Purpose: Reduces no-shows. Eye care appointments (especially dilation appointments) often take longer to prepare for - reminding patients to arrange transport if they are having their eyes dilated is important. Configuration: Set the reminder window in Healthcare Settings (e.g., 2 hours before)

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Daily Appointment Status Update

Trigger: Runs once every night What it does: Automatically updates appointment statuses. Appointments that passed without being seen may be marked as “No Show.” Purpose: Keeps the appointment list accurate without manual intervention.

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Fee Validity Expiry Check

Trigger: Runs once every day What it does: Marks Fee Validity records as Expired when their valid-till date has passed. Purpose: Ensures free follow-up discounts are only applied within the agreed window.

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Lab Result SMS Notifications

Trigger: When a Lab Test result is printed or emailed Recipient: Patient Purpose: Notifies patients that their pre-operative test results are available. Configuration: “Result Printed Message” and “Result Emailed Message” in Healthcare Settings.

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Medical Record Auto-Sync

Trigger: Every time a clinical record is submitted, cancelled, or updated What it does: Keeps the Patient History timeline up to date in real time. Purpose: Ensures doctors always see the most current patient history without needing to refresh or manually update anything.