Running the Team Report (In Depth)

The team report is split into 4 categories:

• Earnings: Total income from services, retail, memberships, gift vouchers, and packages.
• Shifts: Hours worked, staff schedules, and time utilization.
• Performance: Employee productivity, sales contributions, and customer satisfaction metrics.
• KPIs: Key indicators like revenue per hour, average transaction value, and service-to-retail ratios.

Designed to track financial performance and staff efficiency, this report is a one stop shop for supporting data-driven decision-making and highlights areas for improvement as well as payroll.

Wages:

1. Record Working Hours:

   • Employees fill out their timesheets, logging the hours worked for each day. This may include:
     • Start and end times.
     • Break durations (e.g., lunch breaks).
     • Overtime hours, if applicable.

2. Verify the Timesheet:

   • Ensure that the timesheet entries are accurate and comply with company policies.
   • Confirm any adjustments, such as sick leave, vacation, or holidays.

3. Categorize Hours:

   • Separate regular hours from overtime or special hours (e.g., night shifts or weekend work).
   • Use the applicable pay rates for each category.

   • Calculate Total Hours:

     • Sum up the total hours worked during the pay period based on hourly rate
     • Deduct any unpaid breaks or unapproved absences.
   
   

Tips:

Tip calculations in a report involve summarizing recorded tips and applying distribution rules. Here's how:

1. Collect Tip Data: Track tips by source (cash, card) and associate them with sales or services.

2. Sort and Group: Organize tips by employee or date.

3. Distribute Tips: Apply allocation rules, such as direct assignment or pooling based on hours worked or roles.

4. Summarize: Highlight totals, averages, and tip percentages relative to sales.

Commissions:

This section calculates commissions earned by employees across various categories, including services, retail sales, gift vouchers, memberships, and packages. 

1. Track Transactions: Commissions are based on recorded sales for each category.
2. Apply Rates: Commission percentages are applied per company policy for:
   - Services performed.
   - Retail items sold.
   - Gift voucher, membership, and package sales.
3. Summarize by Employee: Totals are calculated per staff member for the selected period.

Use this report to review performance, process payroll, and ensure accurate payouts.

• Scheduled Hours: Displays the total hours staff are scheduled to work during a specific period, providing insights into workforce planning and availability.

• Booked Hours: Summarizes hours filled with client appointments or services, showing how effectively staff schedules are utilized.

• Blocked Hours: Tracks hours blocked off for non-client activities like breaks, meetings, or administrative tasks, helping identify potential scheduling inefficiencies.

• Services: Tracks revenue generated and productivity from services provided, highlighting staff contributions and popular offerings.

• Retail: Summarizes retail sales performance, including top-selling products and staff-driven upsells.

• Vouchers: Analyzes gift voucher sales, showing trends and individual contributions to voucher revenue.

• Deposits: Reports on deposits collected for appointments or packages, ensuring accountability and forecasting future revenue.

• Packages: Tracks sales and redemptions of service packages, reflecting client engagement and long-term revenue.

• Memberships: Monitors membership sales and renewals, highlighting recurring income and staff effectiveness in promoting memberships.

If you wish to expand on the figures, you can click the arrow to see the totals by category. 

-----

The average utilization rate in a clinic can vary depending on the type of practice, clinic size, and operational efficiency. It is typically expressed as a percentage and is calculated by dividing the actual hours a provider (doctor, nurse, or staff) spends with patients by the total available hours they are scheduled to work.

Utilization Rates:

• Primary care clinics: 60–80%

  • Providers spend a significant portion of their time on direct patient care but may also have downtime due to cancellations, administrative tasks, or inefficiencies.

• Specialty clinics: 70–90%

  • Specialists may have higher utilization because of longer, scheduled appointments and fewer walk-ins.

• Urgent care clinics: 50–70%

  • Utilization is often lower due to variability in patient volume.

• Surgical clinics: 70–90%

  • Higher utilization rates due to planned, longer procedures.

Calculation:

Factors Affecting Utilization:

1. Scheduling efficiency: Effective appointment scheduling maximizes utilization.
2. Cancellations and no-shows: High rates lower utilization.
3. Provider availability: Part-time or shared providers reduce the potential utilization ceiling.
4. Patient volume: Seasonal or daily fluctuations impact utilization rates.
5. Workflow efficiency: Administrative burdens or long wait times reduce time for patient care.

A well-managed clinic generally aims for a utilization rate of 70–85%. Rates higher than this might indicate overwork or insufficient downtime for providers, which could affect the quality of care.

Drill Downs

Clicking on any figure allows you to drill down into the information and manipulate the data further.