A clinic reporting dashboard that shows what works

The reports page answers the questions that usually come up in a Monday meeting. It covers the whole path from inquiry to visit, not just website traffic.

For the range you choose, you see:

• Leads received, and how many converted into bookings
• Appointments booked
• Completed visits
• Cancellations
• No-shows
• First visits, so you can tell new patients from returning ones
• Revenue, based on the treatment values recorded for appointments
• Median time to first contact, which shows how quickly your team replies to new inquiries

A total tells you whether it was a good month. A breakdown tells you why. Reports split the figures by day, lead source, marketing campaign, treatment and practitioner.

By day, you spot quiet weekdays worth promoting. By lead source, you see whether Instagram, Google, referrals or walk-ins bring the most patients. By treatment, you see which services fill the schedule and which mostly produce questions.

When an ad or a post links to your website with campaign tags (UTM source, medium and campaign), the inquiry keeps those tags. Because leads link to their bookings, the report can show each campaign's leads, booked appointments, completed visits and recorded revenue side by side.

That is the honest version of campaign return. You don't get a made-up return figure. You get the real count of patients who came in from each campaign, and the value recorded for their visits, to set against what you spent.

If an agency runs your ads, this is the report you both look at. Read how it works for marketing agencies managing clinic ads. You can also read about tracking every inquiry's source.

Broken down by practitioner, reports show appointments, completed visits, cancellations, no-shows and recorded revenue for each person on your team.

Use it to balance schedules, not to blame people. A practitioner with more no-shows may simply see more first-time patients or a treatment that people book on impulse. The breakdown gives you the facts to have that conversation properly.

Each no-show your team marks is counted, and you can view them by treatment, practitioner and day. Patterns become visible: a treatment that needs a firmer cancellation policy, or a day when reminders need adjusting.

Compare with the previous period after you make a change, and you'll know whether it helped. See the full approach on reducing no-shows.

Revenue in reports is calculated from the treatment values recorded against appointments in the admin panel. Deposits are paid through Stripe and the balance at the clinic, so use Stripe and your accounting records for money actually received.

Treat it as a strong guide to the value of the work your clinic booked and completed. Your register, card reader or accounting software remains the record of what was actually paid.

A separate retention view answers the question underneath every marketing decision: do the patients you win stay? It shows repeat rates and what a patient is worth to your clinic over time, rather than what a single booking was worth on the day.

It is counted from completed visits only. Appointments that were booked and never had, canceled or missed, do not flatter the figures, which is the whole reason the number is worth looking at. A clinic that is filling the schedule and losing people will see that here before it sees it anywhere else.

Retention is also what tells you whether courses, loyalty points and recall reminders are doing anything. Those are all bets on patients coming back, and this is the view that settles them.

An aesthetic clinic running seasonal offers on Instagram might compare two campaigns by completed visits rather than messages. A hair transplant clinic, where most journeys start with a consultation, might watch how quickly leads are contacted and how many consultations turn into procedures.

A med spa with several injectors might use the practitioner breakdown to plan schedules, while a physical therapy clinic might track first visits and no-shows on follow-up sessions.