Reporting & Analytics

Overview

Paw & Care provides comprehensive analytics to track practice performance, identify trends, and make data-driven decisions. The reporting system combines real-time dashboards with exportable reports for deep analysis.

Role-Based Access: All staff see basic metrics. Practice Managers access advanced reports and financial data. Veterinarians see their individual performance metrics.

Dashboard Overview

Real-Time Metrics

Navigate to Dashboard (Home tab) to view live practice statistics:

Total Clients

Metric: Count of all active pet owners in databaseCalculation: SELECT COUNT(*) FROM pet_owners WHERE status != 'churned'Trend Indicator:

▲ Green arrow: Growing client base
▼ Red arrow: Declining (churn)
► Gray arrow: Stable

Click Through: View full client list with filters

New Clients Today

Metric: Clients added since midnightCalculation: WHERE created_at >= CURRENT_DATETarget: 1-5 new clients/day depending on practice sizeSource Breakdown: Walk-in, AI Call, Website, Referral

Calls Today

Metric: AI-handled phone conversationsCalculation: Count from call_logs table for todaySub-Metrics:

Completed: Handled fully by AI
Transferred: Handed off to staff
Emergencies: Urgent escalations

Target: 80%+ completion rate (AI handles without human)

Appointments Today

Metric: Scheduled visits for current dateStatus Breakdown:

Pending: Not yet confirmed
Confirmed: Owner confirmed attendance
Checked In: Patient arrived
In Progress: Currently being seen
Completed: Visit finished

Utilization: (Completed + In Progress) / Total slots available

Emergencies Today

Metric: Urgent cases detected by AI triageTriage Levels Included:

Emergency: Life-threatening (red)
Urgent: Same-day needed (orange)

Response Time: Average time from detection to vet contactTarget: 100% escalation accuracy, less than 5-second alert

No-Show Rate

Metric: Percentage of appointments missedCalculation: (No-shows / Total appointments) × 100Industry Benchmark: 15-20% average, 10% target with remindersTrend: 30-day rolling average graphImpact: High no-show rate = revenue loss, schedule inefficiency

Average Call Duration

Metric: Mean length of AI phone conversationsCalculation: Total seconds / Call countTarget: 2-4 minutes (efficient but thorough)Comparison:

Less than 2 min: May be incomplete triaging
Greater than 5 min: AI may be inefficient

Breakdown: By call type (booking, triage, info)

Emails Sent

Metric: Total emails delivered todayCategories:

Appointment confirmations: Auto-sent
Reminders (24h, 2h): Auto-sent
Marketing campaigns: Manual bulk send
Follow-ups: Manual individual

Deliverability: Percentage successfully delivered (not bounced)

Quick Actions

Dashboard includes one-tap access to common tasks:

New Appointment: Quick booking
New Patient: Add patient record
Dictate: Start voice documentation
View Schedule: Today’s appointments
Call Logs: Recent AI call history
Billing Queue: Pending invoices

Recent Activity Feed

Scrollable timeline of practice events:

5 minutes ago: Bella checked in for 2:00 PM appointment
12 minutes ago: AI call completed - Max (emergency, escalated to Dr. Chen)
23 minutes ago: SOAP note finalized - Luna (Dr. Wilson)
45 minutes ago: Invoice paid - Charlie ($245)
1 hour ago: Appointment booked - Daisy (wellness, March 15)

Click any event to view details.

Appointment Analytics

Appointment Reports

Navigate to Appointments → Analytics tab

Overview Metrics

Key Performance Indicators:Total Appointments (selected period):

Count by status: Scheduled, Completed, Cancelled, No-Show
Trend graph: Daily, weekly, monthly patterns
Comparison to previous period

Appointment Types Distribution:

Pie chart:
- Wellness: 45%
- Urgent: 20%
- Dental: 15%
- Surgery: 10%
- Grooming: 5%
- Follow-Up: 5%

Average Duration by Type:

Wellness: 28 minutes (target: 30)
Urgent: 35 minutes (target: 30)
Dental: 95 minutes (target: 90-120)
Surgery: 145 minutes (target: 120-180)

Utilization Rate:

(Actual appointments / Available slots) × 100
Target: 75-85% (allows flexibility for emergencies)
Over-booking: Greater than 85% (staff burnout risk)
Under-booking: Less than 60% (revenue opportunity)

No-Show Analysis

No-Show Rate Trends:Graph: 90-day rolling no-show percentage

Industry average: 15-20%
Paw & Care target: Less than 10%
Your practice: 8.2% (green = good)

No-Show Patterns:By Day of Week:

Monday: 12% (highest)
Tuesday: 8%
Wednesday: 7%
Thursday: 6%
Friday: 10%
Saturday: 9%
Sunday: 5% (lowest, limited appointments)

Insight: Monday mornings have highest no-show rate. Consider double-booking Mondays or requiring deposits.By Time of Day:

8-10 AM: 6%
10-12 PM: 5%
12-2 PM: 9% (lunch hour)
2-4 PM: 7%
4-6 PM: 12% (highest, end of day)

Insight: Late afternoon appointments more likely missed. Send additional reminder 30 minutes before.By Appointment Type:

Wellness: 10%
Urgent: 6% (people keep urgent appointments)
Dental: 15% (high-cost procedures, owner hesitation)
Surgery: 8%
Grooming: 18% (lowest priority, easy to postpone)

By Client Demographics:

New clients: 18% (highest risk)
Regular clients (2+ visits/year): 7%
High-engagement clients: 3%
Previous no-shows: 25% (strong predictor)

Actionable Insights:

Require deposit for dental/grooming appointments
Extra reminder call for new clients
Flag repeat no-show clients (3+ in past year)

Booking Source Analysis

How Appointments Are Booked:Pie Chart:

AI Phone System: 45% (largest)
Front Desk Manual: 30%
Walk-In: 15%
Online Booking (future): 10%

AI Booking Efficiency:

Total calls: 250
Booking intent detected: 180 (72%)
Successfully booked by AI: 144 (80% success)
Transferred for booking: 36 (20%)

Common AI Booking Failures:

No available slots: 50%
Specific vet requested but unavailable: 30%
Owner wants weekend (clinic closed): 15%
Complex multi-pet appointment: 5%

Improvement Opportunities:

Increase weekend hours (15% of failed bookings)
Cross-train vets (reduce vet-specific requests)
Enable AI to book multiple pets in single slot

Revenue per Appointment

Average Revenue by Type:Bar Chart:

Surgery: $850 (highest)
Dental: $425
Urgent: $180
Wellness: $145
Grooming: $65
Follow-Up: $45 (lowest, often no-charge rechecks)

Total Revenue:

This Month: $42,350
Last Month: $38,920
Growth: +8.8% (green)

Revenue per Available Hour:

Calculation: Total revenue / Total clinic hours open
Metric: $125/hour
Target: $100-150/hour for small practice

Revenue Opportunities:

Increase wellness exam compliance (low revenue but high volume)
Promote dental cleanings (high revenue, underutilized)
Reduce follow-up no-charges (many can be brief paid visits)

Veterinarian Performance

Individual Vet Analytics (available to Practice Managers and individual vets):

Dr. Emily Chen
Dr. Michael Wilson

Summary Statistics:

Total Appointments This Month: 82
Average Appointment Duration: 32 minutes
No-Show Rate: 7.2%
Patient Satisfaction (from surveys): 4.8/5.0
Revenue Generated: $11,240

Appointment Type Distribution:

Wellness: 40 (49%)
Urgent: 18 (22%)
Dental: 12 (15%)
Surgery: 8 (10%)
Other: 4 (4%)

Documentation Efficiency:

Average SOAP Note Time: 1.8 minutes (excellent)
AI Acceptance Rate: 88% (clinical insights accepted)
Draft-to-Finalized Time: 15 minutes average

Benchmarking:

Compared to practice average: +5% faster documentation
Compared to national average: Top 20% efficiency

Call Analytics

AI Phone System Performance

Navigate to Call Logs → Analytics tab

Call Volume and Trends

Daily Call Volume Graph:7-Day Trend:

Monday: 45 calls (peak)
Tuesday: 38
Wednesday: 35
Thursday: 40
Friday: 42
Saturday: 28
Sunday: 15 (lowest)

Hourly Distribution:

8-9 AM: 12 calls (morning rush)
9-10 AM: 8
10-11 AM: 6
11-12 PM: 5
12-1 PM: 10 (lunch hour spike)
1-2 PM: 4
2-3 PM: 6
3-4 PM: 7
4-5 PM: 9
5-6 PM: 12 (after-work spike)
After Hours: 15 (overnight emergencies)

Insight: Peak call times are morning (8-9 AM) and evening (5-6 PM). AI handles all after-hours calls autonomously.

Call Handling Efficiency

AI Automation Rate:Success Metrics:

Total Calls: 250
Handled Completely by AI: 205 (82%)
Transferred to Human: 45 (18%)

Target: 80%+ autonomous handlingTransfer Reasons:

Appointment booking failure (no slots): 22 (49%)
Owner requested human: 12 (27%)
Complex medical question: 8 (18%)
System error/unclear speech: 3 (6%)

Average Call Duration:

All calls: 3.2 minutes
AI-completed: 2.8 minutes (efficient)
Transferred calls: 5.5 minutes (includes transfer time + human time)

Improvement Actions:

Increase available appointment slots (reduce booking failures)
Train AI on common medical questions (reduce transfers)
Improve speech recognition (reduce errors)

Triage Accuracy

Emergency Detection Performance:Confusion Matrix:

AI Classification vs. Vet Review:

                 Vet: Emergency   Vet: Routine
AI: Emergency         18               2
AI: Routine            0              230

Accuracy: 99.2%
Sensitivity (Recall): 100% (no missed emergencies)
Specificity: 99.1%
False Positive Rate: 0.9% (acceptable)

Critical Metric: Zero missed emergencies (100% sensitivity)False Positives: 2 cases classified as emergency but were routine

Owner used word “bleeding” but minor scratch
Owner sounded panicked but pet had mild vomiting

Insight: AI errs on side of caution (better safe than sorry). False positives acceptable to ensure no missed emergencies.Triage Level Distribution:

Emergency: 20 (8%)
Urgent: 45 (18%)
Routine: 170 (68%)
Info only: 15 (6%)

Appointment Booking Success

Booking Funnel:

Calls with booking intent: 180 (72% of all calls)
AI attempted booking: 180 (100%)
Successfully booked: 144 (80% success)
Failed booking: 36 (20%)
- Transferred to human: 28 (78% of failures)
- Caller hung up: 5 (14%)
- Decided not to book: 3 (8%)
Human completed booking: 22 (79% of transfers)
Final booking rate: 166/180 = 92%

Conversion Rate: 92% of booking-intent calls result in appointmentBenchmark: Excellent (industry average ~70-80%)Time Savings:

AI bookings: 144 × 3 min = 432 minutes (7.2 hours)
Human would take: 180 × 5 min = 900 minutes (15 hours)
Saved: 7.8 hours of staff time per week

Clinical Documentation Analytics

SOAP Note Efficiency

Navigate to Medical Records → Analytics tab

Documentation Speed

Average Time to Complete SOAP Note:With AI Dictation: 1.9 minutes

Voice recording: 45 seconds
AI transcription: 10 seconds
AI SOAP generation: 25 seconds
Review and edit: 40 seconds
Finalization: 10 seconds

Manual Typing (pre-AI baseline): 12.5 minutesTime Savings: 84.8% reductionMonthly Impact:

Records per month: 320
Time saved: 320 × 10.6 min = 3,392 minutes (56.5 hours)
Value: $2,825 at$ 50/hour vet time

AI Acceptance Rate

Clinical Insights Feedback:Overall Acceptance: 78%

Accepted: 234 insights
Rejected: 66 insights
Ignored (no feedback): 45 insights

By Insight Type:

Diagnosis suggestions: 82% accepted
Risk factors: 79% accepted
Treatment suggestions: 72% accepted

By Veterinarian:

Dr. Chen: 88% (highly trusts AI)
Dr. Wilson: 72% (prefers manual analysis)

Trend: Acceptance rate increasing 2% per month as AI learns from feedback

Template Usage

Most Used Templates:

Standard SOAP: 210 uses (66%)
Dental (Canine): 35 uses (11%)
Surgery Report: 28 uses (9%)
Specialist SOAP: 22 uses (7%)
Dental (Feline): 15 uses (5%)
Other: 10 uses (3%)

Custom Templates: 5 created by practice

Orthopedic Evaluation: 8 uses
Feline Urinary Blockage: 4 uses
Pre-Surgical Exam: 3 uses

Template Effectiveness:

Average edit time (Standard SOAP): 1.2 min
Average edit time (Custom): 0.8 min

Insight: Custom templates reduce editing time by 33% for specialized cases

Record Completeness

Quality Metrics:

Finalization Rate

Record Status Distribution:Current State:

Finalized: 285 (89%)
Pending Review: 22 (7%)
Draft: 13 (4%)

Target: Greater than 95% finalized within 24 hoursOutstanding Drafts:

Older than 1 day: 8 records
Older than 3 days: 3 records
Older than 7 days: 2 records (flagged for follow-up)

Action: Email reminder sent to veterinarians with pending drafts

Audit Compliance

Required Elements Presence:Checklist Completion:

Patient demographics: 100%
Vital signs recorded: 98%
Diagnosis stated: 96%
Treatment plan: 94%
Follow-up interval: 88%
Owner education documented: 72%

Gaps Identified:

28% of records missing documented owner education
12% missing follow-up interval

Improvement Plan:

Add required fields to templates
Checklist reminder before finalization
Training on documentation standards

Peer Review Findings

Monthly Record Audits (Practice Manager reviews):Sample Size: 15 records per veterinarianQuality Scores:

Dr. Chen: 94/100 (excellent)
Dr. Wilson: 88/100 (good)

Common Issues:

Vague treatment plans (“monitor”)
Missing specific drug dosages
Incomplete physical exam documentation

Action Items:

Template updates to prompt for specifics
Feedback sessions with individual vets
Best practices sharing

Financial Reports

Revenue Analytics

Access: Settings → Reports → Financial (Practice Manager only)

Revenue Summary
Collections
Profitability

Monthly Revenue Report:Current Month (March 2026):

Total Revenue: $42,350
Total Appointments: 320
Revenue per Appointment: $132
Revenue per Available Hour: $125

Comparison to Previous Month:

February 2026: $38,920
Growth: +$3,430 (+8.8%)
Appointment increase: +25 (+8.5%)

Year-to-Date (Jan-Mar 2026):

Total Revenue: $118,540
Average Monthly: $39,513
Projected Annual: $474,156

Revenue by Service Type:

Service Type        Revenue    % of Total   Count   Avg Revenue
Surgery            $28,050      66.3%        33      $850
Dental             $12,750      30.1%        30      $425
Urgent Care         $3,240       7.7%        18      $180
Wellness Exams      $20,300      47.9%       140      $145
Grooming            $1,950       4.6%        30       $65
Follow-Ups            $450       1.1%        10       $45
Other               $1,560       3.7%        24       $65

Insight: Wellness exams highest volume but low per-visit revenue. Surgery highest revenue per visit but lower volume. Opportunity to increase wellness exam pricing or upsell additional services.

Payment Status:Outstanding Balances:

Invoices Sent: $52,340
Paid: $45,200 (86%)
Pending: $5,840 (11%)
Overdue (greater than 30 days): $1,300 (2%)

Days to Payment:

Average: 8.5 days
Median: 3 days (most pay immediately)
90th percentile: 21 days

Payment Methods:

Credit Card (at visit): 68%
Credit Card (invoiced): 15%
Cash: 8%
Check: 7%
Payment Plan: 2%

Collection Rate: 98% (excellent)Aging Report:

Age               Amount    % of Overdue
0-30 days        $5,840         82%
31-60 days         $980         14%
61-90 days         $220          3%
90+ days           $100          1%

Billing Analytics

Billing Efficiency

Time to Invoice:

Average: 2.4 hours from appointment completion to invoice sent
Target: Less than 4 hours (same-day billing)
Greater than 24 hours: 8% of invoices (flagged for improvement)

Billing Accuracy:

Invoices requiring adjustment: 3.2%
Common errors:
- Incorrect quantity: 45%
- Wrong service code: 30%
- Missing line item: 20%
- Pricing error: 5%

AI Billing Generation:

Used for: 67% of invoices
Accuracy: 94% (fewer errors than manual)
Time savings: 3 minutes per invoice

Revenue Capture

Unbilled Services Detection:System scans medical records for procedures not billed:

Records reviewed: 320
Potential unbilled items: 12 (3.8%)
Estimated missed revenue: $840

Common Unbilled Items:

Medications dispensed: 6 cases
Diagnostic tests: 3 cases
Supplies used: 2 cases
Additional procedures: 1 case

Action: Generate supplemental invoices, prevent future gaps

Client Analytics

Client Engagement

Client Retention

Retention Rate: 88%Calculation:

Clients at start of year: 450
Clients at end of year: 485
New clients added: 95
Churned clients: 60
Retention: (450 - 60) / 450 = 86.7%

Benchmark: 80-85% typical, 90%+ excellentChurn Analysis:

Moved away: 35 (58%)
Switched clinics: 15 (25%)
Pet deceased: 8 (13%)
Unknown: 2 (3%)

Client Lifetime Value

Average CLV: $2,840Calculation:

Average visits per year: 2.5
Average revenue per visit: $160
Average client lifespan: 7.1 years
CLV = 2.5 × $160 × 7.1 =$ 2,840

CLV by Segment:

Single pet owner: $2,400
Multi-pet owner: $4,200 (75% higher)
High engagement: $3,850
Low engagement: $1,200

Engagement Score

Score Distribution:

High (75-100): 25%
Medium (50-74): 45%
Low (25-49): 22%
At-Risk (0-24): 8%

Score Factors:

Visit frequency (40%)
Appointment adherence (25%)
Communication responsiveness (20%)
Service diversity (15%)

Action: Target low-engagement clients with re-engagement campaigns

Client Acquisition

New Client Sources

Acquisition Channels:Pie Chart:

Referral (existing client): 35%
Google Search: 25%
Drive-by/Walk-in: 15%
Vet Referral: 10%
Social Media: 8%
Online Ads: 5%
Other: 2%

Cost per Acquisition:

Referral: $0 (free)
Google Search: $35 (organic SEO)
Vet Referral: $0 (free)
Social Media: $45 (ads + management)
Online Ads: $125 (Google/Facebook ads)

ROI Analysis:

Best ROI: Referrals (free, high conversion)
Worst ROI: Online ads (expensive, low conversion)

Action: Increase referral program incentives, reduce online ad spend

New Client Conversion

Conversion Funnel:

Inquiries (calls, emails, walk-ins): 150
Appointments booked: 120 (80%)
Appointments completed: 105 (88% show-up rate)
Became regular clients (2+ visits): 78 (74% conversion)

Drop-Off Points:

Inquiry to booking: 20% (pricing concerns, availability)
Booking to completion: 12% (no-shows)
First visit to regular: 26% (one-time visitors)

Improvement Opportunities:

Reduce inquiry-to-booking drop (offer new client discount)
Reduce new client no-shows (confirmation call, deposit)
Increase repeat visits (follow-up campaigns, loyalty program)

Report Export Options

Select Report Type

Navigate to desired analytics screen:

Dashboard Overview
Appointment Analytics
Call Analytics
Documentation Analytics
Financial Reports
Client Analytics

Each screen has Export button (top right)

Configure Export

Export Dialog Options:Format:

PDF (formatted report with charts)
CSV (raw data for spreadsheet analysis)
Excel (formatted spreadsheet with tabs)
JSON (machine-readable for integrations)

Date Range:

Today
Yesterday
Last 7 days
Last 30 days
This month
Last month
This quarter
This year
Custom date range

Include Elements:

Download or Schedule

Immediate Download:

Tap Download Now button
File generated in background (15-60 seconds)
Download link appears when ready
File saved to Downloads folder

Scheduled Reports (Practice Manager only):

Set up recurring exports
Frequency: Daily, Weekly, Monthly, Quarterly
Delivery: Email to recipients, Shared folder
Example: “Email monthly revenue report to owner on 1st of each month”

Email Report:

Tap Email button
Enter recipient emails (comma-separated)
Optional message
Report sent as PDF attachment

Custom Dashboards (Coming Soon)

Build Your Own Dashboard:

Drag and drop widgets
Choose metrics to display
Customize date ranges
Save multiple dashboard views
Role-specific dashboards

Widget Library:

KPI cards (single metric)
Line charts (trends over time)
Bar charts (comparisons)
Pie charts (distributions)
Tables (detailed data)
Gauges (progress to goal)

Benchmarking and Goals

Practice Targets

Set goals and track progress: Navigate to: Settings → Goals & Benchmarks

Monthly Goals

Set Targets:

New clients: 20 (currently: 18, 90% to goal)
Total appointments: 350 (currently: 320, 91%)
Revenue: $45,000 (currently:$ 42,350, 94%)
No-show rate: Less than 10% (currently: 8.2%, ✓ achieved)

Visual Progress Bars:

Green: Greater than 90% to goal
Yellow: 75-90% to goal
Red: Less than 75% to goal

Notifications: Alert when goal reached or at risk

National Benchmarks

Compare to Industry Averages:

Metric	Your Practice	National Avg	Rank
No-Show Rate	8.2%	15-20%	Top 10%
Documentation Time	1.9 min	10-15 min	Top 5%
AI Call Handling	82%	N/A*	Leading
Client Retention	88%	80-85%	Top 25%
Revenue/Appt	$132	$120-150	Average

*AI call handling is emerging technology, no industry benchmark yetInsight: Practice performing above average in efficiency metrics, average in revenue metrics. Opportunity to increase revenue without sacrificing efficiency.

Next Steps

Bulk Operations

Use reporting data to identify records needing bulk actions

Integrations

Connect reporting data to external analytics tools

Daily Workflow

See how metrics inform daily practice decisions

Emergency Handling

Review emergency response metrics and improve protocols

Getting Started

Workflows

Advanced

​Overview

​Dashboard Overview

​Real-Time Metrics

Total Clients

New Clients Today

Calls Today

Appointments Today

Emergencies Today

No-Show Rate

Average Call Duration

Emails Sent

​Quick Actions

​Recent Activity Feed

​Appointment Analytics

​Appointment Reports

​Veterinarian Performance

​Call Analytics

​AI Phone System Performance

​Clinical Documentation Analytics

​SOAP Note Efficiency

Documentation Speed

AI Acceptance Rate

Template Usage

​Record Completeness

​Financial Reports

​Revenue Analytics

​Billing Analytics

​Client Analytics

​Client Engagement

Client Retention

Client Lifetime Value

Engagement Score

​Client Acquisition

​Export and Sharing Reports

​Report Export Options

​Custom Dashboards (Coming Soon)

​Benchmarking and Goals

​Practice Targets

Monthly Goals

National Benchmarks

​Next Steps

Bulk Operations

Integrations

Daily Workflow

Emergency Handling

Build docs developers (and LLMs) love

Overview

Dashboard Overview

Real-Time Metrics

Quick Actions

Recent Activity Feed

Appointment Analytics

Appointment Reports

Veterinarian Performance

Call Analytics

AI Phone System Performance

Clinical Documentation Analytics

SOAP Note Efficiency

Record Completeness

Financial Reports

Revenue Analytics

Billing Analytics

Client Analytics

Client Engagement

Client Acquisition

Export and Sharing Reports

Report Export Options

Custom Dashboards (Coming Soon)

Benchmarking and Goals

Practice Targets

Next Steps