> ## Documentation Index > Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt > Use this file to discover all available pages before exploring further. # Reports and Monitoring > Every number card, chart, report, and automated notification in the clinic system - what each one answers and how to use it. This page covers every monitoring and reporting tool in the clinic system: 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. *** ## Number Cards Number cards are the live counters at the top of the Healthcare workspace. Each one reflects the current state of the clinic right now. ### Total Patients **What it answers:** How many active patients are registered in the clinic? **Why it matters:** Tracks your overall patient base. A growing number over time means the clinic is expanding. Sudden drops may indicate records being incorrectly deactivated. **Who checks it:** Healthcare Administrator, Clinic Manager **Where it is:** Healthcare workspace, first number card **How the count changes:** Goes up when a new Patient record is created with status = Active. Goes down when a patient's status is changed to Disabled. *** ### Total Patients Admitted **What it answers:** How many patients are currently admitted to a bed right now? **Why it matters:** Gives the nursing team an instant view of inpatient census. Use this to plan staffing and ensure enough nurses are on duty. **Who checks it:** Nursing User, Healthcare Administrator **Where it is:** Healthcare workspace, second number card **How the count changes:** Goes up when an Inpatient Record is created and the patient is assigned a bed. Goes down when the Inpatient Record is discharged and submitted. *** ### Open Appointments **What it answers:** How many appointments are in Open status right now? **Why it matters:** "Open" means the patient has arrived but has not yet been seen by the doctor. A high number means patients are waiting. A number that stays high into the afternoon means the clinic is running behind schedule. **Who checks it:** Reception, Doctors, Healthcare Administrator **Where it is:** Healthcare workspace, third number card **How the count changes:** Goes up when an appointment is checked in (status moves to Open). Goes down when the consultation is completed and the appointment is Closed. *** ### 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 result in an invoice. When this number is zero, billing for the day is caught up. A number that grows over multiple days means revenue is being lost. **Who checks it:** Billing team, Healthcare Administrator **Where it is:** Healthcare workspace, fourth number card **How the count changes:** Goes up when an appointment is completed but the Invoiced field is not ticked. Goes down when a Sales Invoice is submitted for that appointment and the Invoiced field is ticked automatically. *** ## Workspace Chart ### Patient Appointments (Line/Bar Chart) **What it answers:** How many appointments were booked each day over the past weeks? **Why it matters:** Reveals booking volume trends. Useful for planning staffing, identifying the busiest days of the week, and spotting growth or decline in patient visits. **Who checks it:** Healthcare Administrator, Clinic Manager **Where it is:** Healthcare workspace, below the number cards **How to read it:** Each bar represents one day. The height shows the number of appointments. Cancelled appointments are excluded. *** ## Analytics Dashboard Charts Click the **Dashboard** shortcut on the workspace to open the analytics dashboard. These charts update dynamically based on all records in the system. ### Clinical Procedures (By Type) **What it answers:** Which procedures are performed most often at the clinic? **Why it matters:** Helps identify which procedure rooms and equipment are used most. Informs purchasing decisions and staffing for procedural staff. **Who checks it:** Healthcare Administrator, Clinic Manager **Where it is:** Healthcare Dashboard *** ### Clinical Procedures Status **What it answers:** What is the status breakdown of all clinical procedures? **Why it matters:** Shows how many procedures are in progress, pending, or completed. Pending procedures that should be complete may indicate workflow gaps. **Who checks it:** Healthcare Practitioner, Healthcare Administrator **Where it is:** Healthcare Dashboard *** ### Department-wise Patient Appointments **What it answers:** Which departments see the most patients? **Why it matters:** Guides department resourcing - if one department consistently has more appointments than others, it may need more doctors or longer hours. **Who checks it:** Healthcare Administrator **Where it is:** Healthcare Dashboard *** ### Diagnoses **What it answers:** Which diagnoses are most commonly recorded in consultations? **Why it matters:** Clinical insight for the clinic team - shows what conditions the patient population most frequently presents with. Useful for planning health campaigns and stocking medications. **Who checks it:** Healthcare Practitioner, Healthcare Administrator **Where it is:** Healthcare Dashboard *** ### Inpatient Status **What it answers:** What is the current breakdown of inpatient records by status? **Why it matters:** Shows how many admissions are active, discharged, or cancelled. Useful for the nursing team to understand current bed utilisation. **Who checks it:** Nursing User, Healthcare Administrator **Where it is:** Healthcare Dashboard *** ### Lab Tests (By Type) **What it answers:** Which lab tests are ordered most frequently? **Why it matters:** Helps the lab team plan reagent stock and staffing. A spike in a particular test may indicate a seasonal illness pattern. **Who checks it:** Laboratory User, Healthcare Administrator **Where it is:** Healthcare Dashboard *** ### Symptoms **What it answers:** Which patient complaints (symptoms) are recorded most often in consultations? **Why it matters:** Reveals what patients are most commonly coming in for. May indicate community health trends that warrant a proactive response. **Who checks it:** Healthcare Practitioner, Healthcare Administrator **Where it is:** Healthcare Dashboard *** ## Built-in Reports These three reports are found in the Healthcare workspace under the **Reports** card. ### Patient Appointment Analytics **What it answers:** How are appointment volumes distributed across doctors, departments, appointment types, or time periods? **Why it matters:** A detailed version of the appointment chart. Filter by department to see which specialty is busiest, or by practitioner to compare workloads. **Who uses it:** Healthcare Administrator, Clinic Manager **Typical use case:** Monthly review of appointment volumes by department to plan the following month's doctor schedules. **Where to find it:** Healthcare workspace → Reports card → Patient Appointment Analytics **Filters available:** From date, To date, Practitioner, Department, Appointment Type, Range (Monthly, Quarterly, etc.) *** ### Lab Test Report **What it answers:** What is the status of all lab tests in a given period? **Why it matters:** Identifies tests where samples were collected but results not yet entered, or results entered but not yet approved - preventing delays in patient care. **Who uses it:** Laboratory User, LabTest Approver, Healthcare Administrator **Typical use case:** Daily lab review to find pending tests and clear the backlog before end of day. **Where to find it:** Healthcare workspace → Reports card → Lab Test Report **Filters available:** Patient, Practitioner, test type, status, date range *** ### Diagnosis Trends **What it answers:** Which diagnoses are increasing or decreasing in frequency over a time period? **Why it matters:** Clinical intelligence for the doctor team. Identifies conditions that are becoming more prevalent in the patient population. Useful for health awareness campaigns and medication stock planning. **Who uses it:** Healthcare Practitioner (senior), Healthcare Administrator **Typical use case:** Quarterly review to identify seasonal illness trends and adjust stock. **Where to find it:** Healthcare workspace → Reports card → Diagnosis Trends **Filters available:** From date, To date, Range (Monthly, Quarterly, etc.) *** ### Inpatient Medication Orders (Report) **What it answers:** Which inpatient medication doses are pending administration and which have been given? **Why it matters:** A safety report for nursing staff to ensure no dose is missed for admitted patients. **Who uses it:** Nursing User, Healthcare Administrator **Typical use case:** Morning and evening nursing rounds - run the report to see all pending medication orders for the shift. **Where to find it:** Healthcare workspace → Reports card → Inpatient Medication Orders *** ## Automated Notifications and Scheduled Actions These run in the background without anyone needing to trigger them. ### Appointment Confirmation SMS **Trigger:** When a Patient Appointment is saved (created or updated) **Recipient:** The patient (sent to the mobile number on the Patient record) **Message:** Configured in Healthcare Settings → Appointment Confirmation Message **Purpose:** Confirms the appointment to the patient immediately after booking, reducing confusion about timing and location **Expected action:** None - fully automatic. If a patient calls to ask about their booking, the confirmation SMS is the reference point. **Configuration:** Turn on in Healthcare Settings → Appointment Confirmation toggle *** ### Appointment Reminder SMS **Trigger:** Runs continuously in the background. Sends a reminder when the appointment time is within the "Remind Before" window set in Healthcare Settings. **Recipient:** The patient **Message:** Configured in Healthcare Settings → Appointment Reminder Message **Purpose:** Reduces no-shows by reminding patients in advance. Common setting is "Remind 2 hours before." **Expected action:** None - fully automatic. Each appointment is only reminded once (the "Reminded" field on the appointment ticks automatically). **Configuration:** Turn on in Healthcare Settings → Appointment Reminder toggle, and set the "Remind Before" time *** ### Daily Appointment Status Update **Trigger:** Runs once every day (scheduled job) **What it does:** Automatically updates the status of appointments based on whether they are in the past and their current state. Appointments that passed without being attended may be marked as "No Show." **Purpose:** Keeps the appointment list accurate without manual intervention. **Who is affected:** All appointment records that are not already Closed or Cancelled. *** ### Fee Validity Expiry Check **Trigger:** Runs once every day (scheduled job) **What it does:** Checks all Fee Validity records and marks them as "Expired" if their valid-till date has passed. **Purpose:** Ensures free follow-ups are only given within the agreed window. Prevents staff from accidentally waiving consultation fees on visits that are outside the valid period. **Who is affected:** All active Fee Validity records. *** ### Medical Record Auto-Sync **Trigger:** Any time a clinical record is submitted, cancelled, or updated (appointment, consultation, lab test, vital signs, etc.) **What it does:** Automatically creates, updates, or removes an entry in the Patient's medical record timeline (Patient History). **Purpose:** Keeps the patient's history page up to date in real time without any manual action. **Who is affected:** Every patient who has any record submitted against them. *** ### Lab Result SMS Notifications **Trigger:** When a Lab Test result is printed or emailed **Recipient:** The patient **Messages:** Configured in Healthcare Settings → "Result Printed Message" and "Result Emailed Message" **Purpose:** Notifies the patient that their results are ready so they can collect or review them. **Configuration:** Set the message text in Healthcare Settings. The notification fires automatically when the print or email action is used on the Lab Test record.