Overview

Analytics gives you a bird’s-eye view of how your clinic is performing. Built-in dashboards cover everything from daily appointment volume to provider earnings to patient retention patterns. Every dashboard is read-only — you view and export data here, but changes happen in the source modules (Scheduling, Billing, etc.).

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Which Dashboard Should I Use?

Not sure where to start? Here’s a quick guide based on what you’re trying to find out:

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Dashboards by Role

Clinic owners and managers will get the most from the Revenue, Appointment, and Provider dashboards — they answer the big-picture questions about how the business is doing. Front desk staff will find the Appointment and Patient dashboards most useful for day-to-day work like checking schedules and identifying patients who need follow-up. Providers can use the Provider Performance dashboard to review their own earnings and activity.

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Controls That Every Dashboard Shares

All dashboards use the same set of controls, so once you learn them in one place, you know how they work everywhere.

• Date range — Pick a preset range (Today, This Week, This Month, etc.) or set custom start and end dates. The table updates automatically.
• Group by — Collapse rows by a category (location, provider, date, etc.) to see subtotals. When grouped, click a group header to expand or collapse the detail rows beneath it.
• Filters — Narrow results by location, provider, status, and other fields. Available filters vary by dashboard.
• Column visibility — Show or hide columns to focus on the numbers you care about. Click the Columns button to choose which columns appear.
• Export — Download the current view as a spreadsheet. Requires the Analytics Export permission.

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Custom Dashboards

In addition to the built-in dashboards, you can create your own custom dashboards with personalized charts and tables. To edit or delete a custom dashboard, click the pencil or trash icon next to its name in the dashboard picker. Creating and editing custom dashboards requires the Analytics Write permission.

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Ask Decoda

Ask Decoda is an AI-powered assistant that lets you ask questions about your clinic’s data in plain language. Click the Ask Decoda button in the top navigation bar to open the sidebar.

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Getting Started

The sidebar opens with a welcome screen showing suggested questions to try:

• “How do I schedule an appointment?”
• “What was our revenue last month?”
• “Where are billing settings?”
• “How do patient forms work?”

Type any question in the text box and press Enter to send. The AI can answer both general platform questions (how to use Decoda) and data questions (queries about your clinic’s actual numbers).

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Asking Data Questions

When you ask about your clinic’s data, the AI searches your records, builds a query, and returns the results as a chart or table. Examples:

• “What was our revenue last month?”
• “Which providers had the most appointments this week?”
• “Show me patient retention over the last 6 months”

While the AI is working, a Working… panel shows each step it takes. You can expand this to see the details, including the SQL queries it ran.

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Follow-Up Questions

The AI keeps context from earlier questions in the same conversation. You can ask follow-ups like:

• “Break that down by provider”
• “Show this as a bar chart instead”
• “Now filter to just this location”

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Clarifying Questions

If the AI needs more information, it shows clickable options to choose from (e.g., “This week”, “This month”, “This year”). You can click an option or type a custom answer by clicking + Add more context.

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Visualizations

The AI automatically picks the best chart type for your data. Possible visualizations include: Each chart includes action buttons:

• Pin — save the chart to one of your custom dashboards (see below).
• PNG — download the chart as an image.
• CSV — download the raw data as a spreadsheet.
• Table view — toggle between chart and raw data table.

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Pin to Dashboard

Click the Pin button on any chart to save it to a custom dashboard. In the dialog, search for an existing dashboard or create a new one by clicking New dashboard and typing a name. Click Pin to Dashboard to save. The chart runs live on the dashboard using the same query.

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Full-Screen Mode

Click the expand icon in the conversation header to open the AI assistant in full-screen mode. Press Esc or the X button to exit.

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Conversation History

Your recent conversations are saved and shown on the welcome screen. Click any past conversation to resume it with full history. Click the trash icon to clear the current conversation and start fresh.

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Ask Decoda: Plans & Actions

Ask Decoda can do more than answer questions — it can also take actions on your behalf. You can ask it to create patient forms, note templates, patient cohorts, services, and even send SMS or email blasts. When a request involves multiple steps, Ask Decoda builds a plan and walks you through it before doing anything.

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What Can Ask Decoda Do?

Here are some examples of things you can ask:

• “Create a new intake form for Botox consultations” — builds a patient form with the right questions.
• “Make a note template for chemical peel follow-ups” — generates a clinical note template your providers can use.
• “Build a cohort of patients who haven’t visited in 6 months” — creates a patient group based on your criteria.
• “Send an SMS to all patients with upcoming appointments reminding them about our holiday hours” — composes the message, builds the audience, and sends it (with your approval first).
• “Add a microneedling service to our catalog” — creates a new service with pricing and details.

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How Plans Work

When your request involves more than one step, Ask Decoda creates a plan — a numbered list of steps it will follow. For example, asking “Send an email to patients who haven’t visited in 3 months about our spring promotion” might produce a plan like:

1. Create a patient cohort matching your criteria
2. Compose the email content
3. Send the email blast to the cohort

The plan appears as a checklist in the sidebar. Each step shows its current status: pending, in progress, completed, or waiting for your approval.

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Approving and Cancelling Plans

Before certain steps run — especially actions that cannot be undone, like sending a blast — Ask Decoda pauses and asks for your approval. You will see:

• A description of what the step will do
• A preview of the content (for example, the message that will be sent)
• An Approve button to continue, or a Cancel Plan button to stop everything

If you approve, the step runs and the plan continues to the next step. If you cancel, the remaining steps are skipped and nothing else happens.

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Watching a Plan Run

Once a plan is approved and running, each step updates in real time:

• A spinning icon means the step is currently running.
• A checkmark means the step finished successfully.
• An X means the step failed — an error message explains what went wrong.
• A dash means the step was skipped (because you cancelled or an earlier step failed).

When a step creates something — like a form, template, or cohort — a link appears so you can open it directly and review the result.

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Tips for Getting the Best Results

• You can ask follow-up questions to refine a plan before approving it.
• If something does not look right in the preview, cancel the plan and ask again with more detail.
• Plans only run one at a time — wait for the current plan to finish before starting a new one.

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Permissions

Analytics features are controlled by three permissions, configured under Settings > Users & Roles: