Reports Overview

Owned by Amy Blanchard
Last updated: Oct 18, 2023 by Joya Coen
21 min read

Applies to: DVMAX v7.0.12 and higher

Purpose: This document is designed to give you an overview of each report available in DVMAX.

Note: This report is updated for the most current release of DVMAX. If you are not on the most current version of DVMAX, you may not have access to all reports.


Accessing Reports

  • From the Command Palette, click on the Reports button

OR

  • From the Section pull-down, choose General Management

Important Notes:

  • Access to some of these reports is controlled by user access permissions
  • Users can be configured with time-limited financial access, which means some of these reports can only be run for a 7-day time period

Report Overview

Transaction Summary Report

  • Can print or export
  • Date/time range can be selected
  • Generates a transaction listing for a period of time
  • Reports on all financial transactions in the given time frame (invoices, estimates, payments, returns, and voids).
    • End of Day Report shows
      • Bills
        • Date invoice was created
        • Invoice number
        • Patient
        • Client Name
        • Total Amount
      • Cancelled Invoices
        • Date of cancelled invoice
        • Cancelled invoice number
        • Client
        • Amount of invoice
      • Credits
        • Date credit was applied
        • Notes about the credit
        • Client Name
        • Credit amount
      • Edit Credits (Credits added to client records due to an edited invoice)
        • Date
        • Credit against invoice number
        • Client Name
        • Credit amount
      • Estimates
        • Date
        • Estimate number, estimate amounts (Low/High)
        • Patients on the estimate
        • Client Name
      • General Charges
        • Date
        • Notes added
        • Client
        • Amount of charge
      • Payments and Refunds per Pay Method
        • Date
        • Notes
        • Client
        • Payment amount
      • Client Activity Summary
        • Client Name
        • Transactions (Credits applied, Invoice amount, Payments, Net credit or debit)
      • Unfinished Invoices
        • Date
        • Invoice number
        • Client Name
        • Patient(s) on invoice
        • Total
      • Close-out Worksheet
        • Amount billed
        • Amount collected
        • Receivables total
      • Average Transaction Report
        • Total number of bills
        • Average bill
        • Average payment
        • Total billed
        • Average payment/bill %
      • Deposit slips (optional based on datafile setup in pay methods)
    • Full Details Shows
      • Bills
        • Date invoice was created
        • Invoice number
        • Patient
        • Client Name
        • Total Amount
      • Cancelled Invoices
        • Date of cancelled invoice
        • Cancelled invoice number
        • Client
        • Amount of invoice
      • Credits
        • Date credit was applied
        • Notes about the credit
        • Client Name
        • Credit amount
      • Edit Credits (Credits added to client records due to an edited invoice)
        • Date
        • Credit against invoice number
        • Client Name
        • Credit amount
      • Estimates
        • Date
        • Estimate number, estimate amounts (Low/High)
        • Patients on the estimate
        • Client Name
      • General Charges
        • Date
        • Notes added
        • Client
        • Amount of charge
      • Payments and Refunds per Pay Method
        • Date
        • Notes
        • Client
        • Payment amount
    • Daily Totals
      • Bills
        • Total number of invoices per date
        • Total of all invoices per date
      • Cancelled Invoices
        • Total number of cancelled invoices per date
      • Credits
        • Total number of credits per date
        • Total amount of credits
      • Edit Credits
        • Total number of credits per date
        • Total amount of credits
      • Estimates
        • Total number of estimates per date
      • General Charges
        • Total number of general charges
        • Total amount of general charges
      • Payment Information per Payment Type
        • Total number of payments
        • Total amount of payments
      • Refund Information per Refund Method
        • Total number of refunds
        • Total amount of refunds
    • Totals Only
      • Total number of invoices and total in date range
      • Total number of cancelled invoices and total in date range
      • Total number of credits and total in date range
      • Total number of edit credits and total in date range
      • Total number of estimates in date range
      • Total number of general charges and total in date range
      • Total number of payments and totals in date range (per payment type)
      • Total number of refunds and totals in date range

Detailed Sales Report

  • Can print or export
  • Date/time range can be selected
  • This report generates Provider Production information for a specified time period.
  • This report provides information on each individual line item on an invoice or return.
  • This report totals line items based on the invoice date and NOT the line item date. So if an invoice has line items dated 7/26/22 and was finished on 8/2/22, the July detailed sales report does not include those line items, rather the items were included on the August report as it pulls from invoice date. 
  • Unfinished invoices are not included in this report.
  • Voids are not included in this report.
  • The cost pulls from the current cost field of bill item (not the pricing cost).
    • Doctor and Category
      • Line count = number of invoice line items in the given category minus returns
      • Amount = total discounted price billed in the given category minus returns (Tax is not included)
      • % of total = % of grand total of ALL hospital income 
        • Formula used - (Amount/Grand Total of ALL hospital income)*100
      • Cost = inventory cost of the invoiced items (determined by the cost of the inventory items linked to the bill item)
      • Sales Profit = profit for the hospital
        • Formula used - Amount - Cost
    • Doctor and Item
      • Quantity = total quantity added on all invoices minus returns
      • Amount = total discounted price billed for that bill code minus returns (Tax is not included)
      • % of total = % of grand total of ALL hospital income
        • Formula used - (Amount/Grand Total of ALL hospital income)*100
      • Cost = inventory cost of the invoiced items (determined by the cost of the inventory items linked to the bill item)
      • Sales Profit = profit for the hospital
        • Formula used - Amount - Cost
    • Category and Item
      • Quantity = total quantity added on all invoices minus returns
      • Amount = total discounted price billed for that bill code minus returns (Tax is not included)
      • % of total = % of grand total of ALL hospital income
        • Formula used - (Amount/Grand Total of ALL hospital income)*100
      • Cost = inventory cost of the invoiced items (determined by the cost of the inventory items linked to the bill item)
      • Sales Profit = profit for the hospital
        • Formula used - Amount - Cost
    • Doctor and Patient
      • All items billed to each patient broken down by the provider assigned to the line item on the invoice
      • Amount = total full price billed to the client (Tax is not included)
        • NOTE: Total amount is calculated using the discounted price; the individual lines items won't add up to the total if discounts were applied to any invoice
      • Amount total by provider = total discounted price billed minus returns (Tax is not included)
      • Pct = percent of ALL hospital income attributed to each provider (This is done for total only, not per line item)
        • Formula used - (Amount total by provider/Grand Total of ALL hospital income)*100
      • Cost = inventory cost of the invoiced line items (determined by the cost of the inventory items linked to the bill item)
      • Profit = profit for the hospital
        • Formula used - Amount - Cost
    • Category
      • Amount = total discounted price billed to clients
      • Pct = percent of ALL hospital income
        • Formula used - (Amount/Grand Total of ALL hospital income)*100
      • Cost = inventory cost of the invoiced line items (determined by the cost of the inventory items linked to the bill item)
      • Profit = profit for the hospital
        • Formula used - Amount - Cost

Receivables Report

  • Can print or export
  • Date/time range can NOT be selected; reports on the data in real time only.
    • Totals Only - shows all outstanding balances and credits
      • Receivables = outstanding balances unpaid by clients. Invoices must be finished for balances to be attributed to a client account.
      • Credits = negative balances on client accounts
      • Overall totals = Receivables - Credits
    • Full Report - shows each client, their most recent payment, and the balance on the account
    • Provider Breakdown - shows outstanding balance by provider.
      • The staff person associated with each line item is used for reporting, not the primary provider listed at the top of the invoice. 
      • If a partial payment is made on an outstanding client account, and there are multiple providers on the invoice, a percentage of the amount paid is attributed to each provider so that the % of total is maintained. For example: Jane Smith has a balance of $200. 60% of the invoice was attributed to Dr. A and 40% was attributed to Dr. B. If the client pays $100 toward the balance, $60 of the payment is deducted from Dr. A's total receivables and $40 of the payment is deducted from Dr. B's total receivables.
      • Amount = total amount of all invoice line items attributed to each provider
      • % of total = percent of total hospital receivables
        • Formula used - (Amount/Totals)*100
  • Unfinished invoices are not included in this report.

Unfinished Invoice Report

  • Can only be printed; no option to export
  • Date/time range can NOT be selected; reports on the data in real time only.
  • Report contains Invoice Number - Client Name, Patient(s) - Total of Unfinished Invoice (with tax) - Invoice Date

Unfinished Invoices by Doctor Report

  • Can only be printed; no option to export
  • Date/time range can NOT be selected; reports on the data in real time only.
  • Broken down by provider, the report contains Doctor Code - Doctor Name - Invoice Date - Invoice Number - Patient - Total with Tax

Outstanding Invoice by Doctor Report

  • Can only be printed; no option to export
  • Date range can be selected
  • For each provider, the report will show Invoice Date - Invoice Number - Client Name - Phone Number - Patient - Invoice Total (with tax) - Split - Outstanding Share
    • Split = percentage of the total invoice attributed to this doctor based on the total amount of each individual invoice line item
      • Formula used - (Total of line items associated with this provider/Total amount of invoice)*100
    • O/S Share = outstanding receivable amount 
      • Formula used - (Outstanding invoice amount)(Percent of split)
  • If a partial payment is made on an outstanding client account, and there are multiple providers on the invoice, a percentage of the amount paid is attributed to each provider so that the % of total is maintained. For example: Jane Smith has a balance of $200. 60% of the invoice was attributed to Dr. A and 40% was attributed to Dr. B. If the client pays $100 toward the balance, $60 of the payment is deducted from Dr. A's total outstanding invoice share and $40 of the payment is deducted from Dr. B's total outstanding receivables.
  • Unfinished invoices are not included in these calculations

Average Invoice by Doctor Report

  • Can only be printed; no option to export
  • Date range can be selected
  • The provider information on this report is taken from the provider listed at the top of the invoice, even if different line items are associated with different providers.
  • No. of bills = Total amount of invoices finished during the time period. 
  • Avg bill = Total amount billed (minus returns)/Total number of invoices
  • Total billed = Total amount for all invoices (with tax) on which the provider is listed at the top of the invoice. Voids are not included in the totals
  • Avg payment = Total amount of payments made at the time the invoices associated with each provider was finished/Total number of invoices attributed to this provider
  • Avg pmnt/bill (%) = The ratio of average billed per invoice to average payment received, expressed as a percentage
    • Formula used - Average bills/Average payments
  • Unfinished invoices are not included in these calculations
  • Returns deduct from the total amount billed when calculating the amount assigned to the provider, but cannot be associated with a specific invoice. This means the original invoice is still counted in the total number of bills.

Invoice Share by Provider Report

  • Can only be printed; no option to export
  • Date range can be selected
  • Shows average revenue per invoice per provider
  • When Show Invoice Details is checked invoice details for each invoice are provided
    • Code = Provider code
    • Provider Name = Name associated with the provider code
    • Invoice Details (Date, Invoice number, Type, Patient)
      • Voids are not included in the list or total calculations
      • Returns are factored into the totals
    • Total = Invoice total with taxes
    • Provider Share = Amount billed on the invoice attributed to this provider without taxes
    • Provider Total = Total amount of the provider share.
      • The number in parenthesis refers to the portion of the dollar amount attributed to this provider on all invoices. This number would be a decimal if multiple providers have been on one invoice. For example: If two doctors are on one invoice that totals $100 and Dr. A's charges are $75 and Dr. B's charges are $25, .75 of that invoice will be attributed to Dr. A and .25 will be attributed to Dr. B.
    • Weighted average gross per transaction = Considers each doctor's percentage of total sales to assign the average cost of services to a provider
      • Formula used = (Provider share of invoices - provider share of returns) / total number of invoices on which the doctor is listed
  • Unfinished invoices are not included in these calculations.

Revenue By Referral Report 

  • Can only be printed; no option to export
  • Date range can be selected
  • Shows referral revenue using the referral source listed on either the client general information screen or patient general information screen.
    • When reporting on patient referral information, the referral source entered in the Referred By #1 field is used.
    • Revenue = invoice totals before taxes - returns and voids
  • Report is broken down per hospital and then by provider within the hospital
  • Report shows Patient First Visit/Last Visit/Dr Seen/Revenue Generated
  • Totals on the report will show total per referring doctor, total per referring hospital, and total of all referrals
  • By checking Report only new Referrals, DVMAX will show only totals from clients/patients who were seen for the first time during the selected time period.

Referral Source Ranking Report

  • Can be printed or exported
  • Date range can be selected
  • Reports on referral source entered in the Referred by #1 field on the patient record
  • Printing Options:
    • Enter date range
    • Sort Rank By:
      • Descending Referral Revenue - sorts the report by total income amount generated from each referring provider
      • Descending Referral Count - sorts the report by total number of patients referred by each referring provider
    • New Referral Option - check this box if you would like to only report on patients seen for the first time during the selected date range.
    • Report Level of Detail - If the Include Patient Details box is checked, all patients seen from each referring provider will be included in the report; there is no option to only report on new referrals.
    • After choosing these options and clicking OK, you will be presented with the option to limit the report to a certain number of referring providers
  • Reviewing the Report
    • Include patient details - if this box is checked, the report will include:
      • Referring Doctor and Hospital
      • Total revenue or referral count (depending on option selected above)
      • Patient Name
      • Client Name
      • Amount of revenue generated during selected time frame, separated out by DVMAX provider
        • Revenue = invoice totals before taxes - returns and voids
      • NOTE: This report generates totals using values on both finished and unfinished invoices.
    • New Referral Option - if this box is checked, only data from patients entered into DVMAX during the specified time period are included in the report. The report will include:
      • Referring Clinic Name and Address
      • Total number of referrals per referring provider 
      • Total revenue generated from visits during this time period
        • Revenue = invoice totals before taxes - returns and voids
      • NOTE: This report generates totals using values on both finished and unfinished invoices.

Hospital Census Report

  • Generates a list of patients with the status of 'In Hospital'
  • No date range to enter; reports on current patient status
  • Print only
  • Report includes:
    • Patient Name
    • Species
    • Location and Care Technician are always left blank
    • Owner Name
    • Primary Provider
    • Presenting Complaint 

Controlled Substance Log

  • Generates a log of all controlled substances dispensed. *Requires proper configuration within DVMAX
  • Date range can be selected
  • Group and Subtotal by Medication - when this box is checked, each medication is grouped together on the report and total amount dispensed is calculated.
  • Report includes: 
    • Medication Name
    • Strength
    • Date-Time Administered
    • Amount Administered
    • Units
    • Container Size
    • Quantity Remaining 
    • Patient/Owner
    • Staff
  • NOTE: Items are added to the controlled substance log when they are added to the patient history. Writing a return for the item or hiding from the patient history does not remove it from the controlled substance log.

Sales Tax Charged Out Report

  • Generates a list of sales tax charged out, per day (*NOTE: Users on DVMAX 8.7 and higher should use the custom sales tax charged out report as opposed to the standard report)
  • Date range can be selected
  • Can print or export
  • Values are separated out by department (v8.7 and higher)
  • For each date in the time range entered, the report includes:
    • Invoice count
    • Total Sales (Invoice totals after discounts and before taxes)
    • Taxable Sales (Total of items marked as taxable after discounts and before taxes)
    • StTx (Total sales tax charged on all invoices) (lightbulb) There is a second column that will calculate taxes for a second tax rate (if configured)
    • Total with Tax (Invoice total after discounts are taken and taxes are added)

Audit Trail Summary Report

  • Generates a summary of all invoices, returns, and payments entered for all clients during specified time period
  • Date range can be selected
  • Can only be printed
  • Report includes:
    • Client Name
    • Client ID
    • Current Balance 
  • Then for each client
    • Date of transaction
    • Transaction type - Options include Invoice (finished or unfinished), Payment, or Return
    • Patient - If multiple patients are included on the invoice, the first patient on the invoice is listed
    • Amount - Invoice/Return/Payment total with tax
    • Initials of the staff person who completed the transaction

Audit Trail Detail Report

  • Generates a list of all invoices (including the items on each invoice) returns, and payments entered for all clients during specified time period
  • Date range can be selected
  • Can only be printed
  • Report includes:
    • Date of transaction
    • Client name
    • Invoice number
    • Notation about finished vs unfinished invoice
    • Invoice total
    • Patient
    • Category of the bill item
    • Bill item code
    • Bill item description
    • Provider code
    • Amount of discount given
    • Tax amount
    • Quantity dispensed
    • Full cost of item 
    • Amount - Invoice/Return/Payment total with tax
    • Initials of the staff person who completed the transaction
  • NOTE: Unfinished invoices started outside of the time frame selected will also be listed on the report

Line Item Detail Report

  • Reports on one specific bill item
  • Date range enterable
  • Can only be printed
  • Report is broken down by provider and includes:
    • Date of the line item on the invoice
    • Patient for which the item was invoiced
    • Client Name
    • Description of the item
    • Price charged to the client
    • Invoice total

Appointment Listing

  • Date range enterable
  • Can only be printed
  • Report includes:
    • Appointment date and time
    • Appointment type
    • Length of appointment
    • Patient name / Patient ID
    • Client Name
    • Primary provider on the patient record

Appointment Change History

  • Date range enterable
  • Can only be printed
  • Report shows the appointments which have been changed and are scheduled in the date range provided. (If an appointment was scheduled in the date range entered and moved to a date outside this range, it will not be included on the report).
  • Report includes:
    • New date/time of the appointment
    • Appointment type
    • Length of appointment
    • Code for the appointment staff column in which the appointment is scheduled
    • Patient Name / Patient ID
    • Client Last Name
    • Appointment Notes
    • Initials of the staff who modified the appointment 

Invoice to Line Item Comparison

  • Date range enterable
  • Can be printed or web output can be copied and pasted in Excel
  • Report is used to show all invoices and returns on which a specific bill item is used and the amount charged for that bill item
  • Report includes:
    • Invoice Date
    • Invoice or Return # (All invoices/returns in the date range are listed and sorted by invoice number)
    • Invoice or Return Amount
    • Initials of the Staff who finished the invoice or return
    • True or False to indicate the bill item entered in the search criteria is included on that invoice or return
    • Amount charged for the bill item on that particular invoice or return

Transaction Report

  • Date range enterable
  • Can be printed
  • Depending on options selected, the report includes Write-Offs, Credits, General Charges, Chargebacks, Interest, Edited Transactions, Returns, Refunds, and Payments.
  • For each transaction type:
    • Date
    • Notes
    • Client
    • Amount
    • Initials of user who completed the transaction

RVL Referral Export

  • This report is to be used by rVetLink users during setup. It generates referral sources in a format used by rVetLink for setup purposes.

Appointment List by Staff

  • Date range enterable
  • Can be printed or exported
  • Report shows appointment details for client and patient appointments
  • Appointment columns selectable
  • Possible options to include in the report are:
    • Client name
    • Email address
    • Client ID
    • Home Phone
    • Work Phone
    • Patient Name
    • Patient ID
    • Patient File #
    • Species 
    • Breed
    • Alert Note
    • Appointment Date
    • Appointment Duration
    • Appointment Time
    • Appointment Comments
    • Appointment Column
    • Appointment Type

Complete Audit Trail - All Transactions

  • Date range enterable
  • Can be printed or web output can be copied and pasted in Excel
  • Lists all transactions, separated by client
  • Report shows:
    • Date
    • Transaction Type 
      • Payments
      • Refunds
      • Returns
      • General Charges
      • Chargebacks
      • Write-Offs
      • Edit Credits
      • Cancelled Invoices
      • Finished Invoices
      • Unfinished Invoices (even if they were started outside the entered date range)
      • Estimates

WA State Controlled Dispensed Log

  • Requires you to enter a DVMAX user name and password for a user with access to financial reporting
  • IMPORTANT: Before running this report, you must click on the Report Setup link to properly configure search and reporting criteria.
  • Date range enterable
  • Web output is designed to be copied and pasted to state reporting website
    • Steps to save in a format suitable for uploading are displayed after logging into the report
  • While this report is always named WA State Controlled Dispensed Log, it is actually a report that can be used for various states that now require the ASAP 4.1 or 4.2 format for uploading. Different versions of the report can be downloaded from the DVMAX Knowledebase site - State Dispensing Report for DVMAX

Detailed Doctor Production

  • IMPORTANT: Before running this report, you must click on the Report Setup link to properly configure search and reporting criteria. We also strongly suggest reviewing the Report Explanation link to understand exactly what this report will do. In short, this report will provide bonus calculations for your providers by pulling information from the Detailed Sales Report, Detailed Sales report, Receivables Report and the Average Invoices per Doctor Report.
  • Date range enterable
  • Can be printed
  • The following sections of the report are displayed:
    • Detailed Sales Report: Provides line item count and sales amounts per category per doctor for the specified date range.
      • total discounted price billed in the given category minus returns (Tax is not included)
    • Receivables By Provider: Provides a list of current receivables (regardless of the date range specified) for all providers in the practice.
      • Amount = the amount of outstanding receivables based on each invoice/return line item for which the provider is assigned. If multiple providers are assigned to one invoice, and only a partial payment is made on that invoice, a percentage of the amount paid is attributed to each provider (the same percentage of total invoice attributed to that provider).
    • Full Receivables: Provides a list of all current receivables (client and balance), aged and totaled. This list is independent of the specified date range.
    • Number of Bills/Provider: Lists the number of invoices on which each provider was marked as the primary provider in the specified date range.
    • Bonus Calculations: Bonus calculations require the following pieces of information:
      • annual salary for the provider whose bonus is to be calculated
      • percentage of this annual salary to be used in the bonus calculation
      • default bonus production percentage
      • Note: if you are running the report for the first time, you must enter the prior month's unpaid balance.
      • Additionally, you can specify different bonus percentages for individual categories.

Discount Report

  • Date range enterable
  • Can be printed and output can be copied and pasted in Excel
  • Report shows:
    • Total revenue
    • Total revenue per active doctor
    • Undefined discounts - client default discounts, discounting a line by a flat percentage, or discounting the entire invoice by a flat percentage are examples of undefined/global discounts
    • Number of invoices that contain discounts
    • Average discount per invoice = (the total undefined discount) / (the number of invoices with discounts)
    • Group discounts - in the report setup area, you have the ability to identify different discount groups (Courtesy discounts, Package discounts, etc). This section calculates totals based on those discount codes.

Multi-Site Detailed Doctor Production Report

  • IMPORTANT: Before running this report, you must click on the Report Setup link to properly configure search and reporting criteria. We also strongly suggest reviewing the Report Explanation link to understand exactly what this report will do. In short, this report will provide bonus calculations for your providers by pulling information from the Detailed Sales Report, Detailed Sales report, Receivables Report and the Average Invoices per Doctor Report.
  • Requires you to enter a DVMAX user name and password for a user with access to financial reporting
  • Date range enterable
  • Can select to report from data in multiple databases
  • The following sections of the report are displayed:
    • Detailed Sales Report: Provides line item count and sales amounts per category per doctor for the specified date range.
      • total discounted price billed in the given category minus returns (Tax is not included)
    • Receivables By Provider: Provides a list of current receivables (regardless of the date range specified) for all providers in the practice.
      • Amount = the amount of outstanding receivables based on each invoice/return line item for which the provider is assigned. If multiple providers are assigned to one invoice, and only a partial payment is made on that invoice, a percentage of the amount paid is attributed to each provider (the same percentage of total invoice attributed to that provider).
    • Full Receivables: Provides a list of all current receivables (client and balance), aged and totaled. This list is independent of the specified date range.
    • Number of Bills/Provider: Lists the number of invoices on which each provider was marked as the primary provider in the specified date range.
    • Bonus Calculations:Bonus calculations require the following pieces of information:
      • annual salary for the provider whose bonus is to be calculated
      • percentage of this annual salary to be used in the bonus calculation
      • default bonus production percentage
      • Note: if you are running the report for the first time, you must enter the prior month's unpaid balance.
      • Additionally, you can specify different bonus percentages for individual categories.

Reminder Compliance Helper

  • Date range enterable
  • Report is designed to be copied and pasted into Excel on a monthly basis to help track reminder compliance. For example, if the report is run on January 1st for reminders due in February and returned 100 wellness reminders would be due, then run again on January 31st for the same time period, showing only 50 reminders are due, that would indicate a 50% compliance rate had occurred.
  • Report shows:
    • Reminder code
    • Reminder description
    • Number of reminders to be sent for each reminder type
  • Running this on a monthly basis and storing the results will allow for better reminder compliance tracking. For example, if the report was run on Jan 1st for 2/1/10 - 2/28/10 and returned 100 wellness reminders would be due, then run again on Jan 31st for the same time period, showing only 50 reminders are due, that would indicate a 50% compliance rate had occurred.

Current Visit Report

  • Date range not enterable
  • Report shows a list of recently checked-in patients. The list is refreshed every 30 seconds and patients are removed when the visit is closed.
  • Report shows:
    • Time the appointment was checked-in
    • How long the patient has been waiting
    • Appointment time, type, and how many minutes early or late the client was
    • Appointment status and how long in the status 
    • Patient Info (Name, Sex, Species, Breed)
    • Appointment Notes
    • Doctor

Appointment Types and Count Report

  • Date range enterable
  • Report shows:
    • Appointment Type/Reason
    • Count for each appointment type
    • Revenue attributed to that appointment type
  • NOTE: Revenue is based on an assumption that the invoice was finished the same day of the specific appointment. If an invoice was started on the day of the appointment but not closed until days later, or the appointment never yielded an invoice, then total sales will not show. This should only be used to get a rough idea of what appointment types generate the most/least revenue.

Patient Visits and Revenue Report 

  • Date range enterable
  • Report shows:
    • Staff code
    • Staff name
    • Revenue = Invoices totals (tax included) - Returns
    • Number of visits (Number of finished invoices where the provider is listed at the primary provider. This report does not report on individual line items on the invoice).

Price Increase/Revenue Projection

  • The report searches DVMAX for all sales within the time period you specified (number of years).
  • Report shows:
    • Bill Code
    • Description
    • Number sold
    • Current Price
    • Revenue = (Price on Invoice) x (Number Sold)
      • Note - price on invoice may be different from current price if the item was discounted 
    • Revenue the hospital would see if you were to increase the price by 5%, 10%, or 15%

Visit Overview Report 

  • Date range enterable or you can choose to report on last 30 days
  • Reports on visits ended during the time frame
    • A visit is referred to as any patient which has been checked-in via the appointment scheduler
  • Report is broken out by doctor and shows:
    • Patient Name
    • Client Name
    • Visit Start and End Times
    • Visit Duration
    • Wait Time
    • Number of line items on the invoice
    • Revenue
    • Revenue per Minute

Initial Referral Report

  • Date range enterable
  • Referral sources selectable
  • Report shows:
    • Referring practice
    • Referring veterinarian
    • Referred to (Primary Provider at your hospital)
    • Total number of referrals in the initial date range
    • Total income earned from referrals in initial date range
    • Total number of referrals in the second date range
    • Total income earned from referrals in the second date range
    • Change in the number of referrals between the two periods / Percent change
    • Change in income earned from referrals in the two periods / Percent change

Detailed Sales Report

  • Requires you to enter a DVMAX user name and password for a user with access to financial reporting
  • Date range enterable
  • Report generates Provider Production information
  • Report provides information on each individual line item on an invoice or return
  • Can include multiple doctors (use Ctrl on Windows or Command on Mac to highlight multiple doctors)
  • You can enter a portion of a bill code and the report will generate information on all bill codes that match that portion of the code
  • This report provides information on each individual line item on an invoice or return. 
  • Unfinished invoices are not included in this report.
  • Voids are not included in this report.
    • Doctor and Category
      • Line count = number of invoice line items in the given category minus returns
      • Amount = total discounted price billed in the given category minus returns (Tax is not included)
      • % of total = % of grand total of ALL hospital income 
        • Formula used - (Amount/Grand Total of ALL hospital income)*100
      • Cost = inventory cost of the invoiced items (determined by the cost of the inventory items linked to the bill item)
      • Sales Profit = profit for the hospital
        • Formula used - Amount - Cost
    • Doctor and Item
      • Quantity = total quantity added on all invoices minus returns
      • Amount = total full price billed for that bill code minus returns (Tax is not included)
      • % of total = % of grand total of ALL hospital income *Note: the amount listed is not the discounted price that the client paid, so your total percentage will be higher than 100% if some items were sold at a discounted price.
        • Formula used - (Amount/Grand Total of ALL hospital income)*100
      • Cost = inventory cost of the invoiced items (determined by the cost of the inventory items linked to the bill item)
      • Sales Profit = profit for the hospital
        • Formula used - Amount - Cost
    • Category and Item
      • Quantity = total quantity added on all invoices minus returns
      • Amount = total discounted price billed for that bill code minus returns (Tax is not included)
      • % of total = % of grand total of ALL hospital income
        • Formula used - (Amount/Grand Total of ALL hospital income)*100
      • Cost = inventory cost of the invoiced items (determined by the cost of the inventory items linked to the bill item)
      • Sales Profit = profit for the hospital
        • Formula used - Amount - Cost
    • Doctor and Patient
      • All items billed to each patient broken down by the provider assigned to the line item on the invoice
      • Amount = total discounted price billed to the client (Tax is not included)
      • Amount total by provider = total discounted price billed minus returns (Tax is not included)
      • Pct = percent of ALL hospital income attributed to each provider (This is done for total only, not per line item)
        • Formula used - (Amount total by provider/Grand Total of ALL hospital income)*100
      • Cost = inventory cost of the invoiced line items (determined by the cost of the inventory items linked to the bill item)
      • Profit = profit for the hospital
        • Formula used - Amount - Cost
    • Category
      • Amount = total discounted price billed to clients
      • Pct = percent of ALL hospital income
        • Formula used - (Amount/Grand Total of ALL hospital income)*100
      • Cost = inventory cost of the invoiced line items (determined by the cost of the inventory items linked to the bill item)
      • Profit = profit for the hospital
        • Formula used - Amount - Cost

Deleted Appointments

  • Date range enterable
  • Can be printed or output can be copied and pasted into Excel
  • Report shows:
    • Date and Time of original appointment
    • Appointment Type
    • Patient Name
    • Client Name
    • Appointment Notes
    • Staff code of the person who deleted the appointment

Appointment Range Report

  • Date range enterable
  • Can be printed or output can be copied and pasted into Excel
  • Can be used to provide data to 3rd party vendors
  • Report shows:
    • Appointment Date
    • Appointment Time
    • Doctor for whom the appointment is scheduled
    • Appointment Type
    • Client First Name
    • Client Last Name
    • Phone Number
    • Client ID
    • Client File Number
    • Patient Name
    • Patient File Number
    • Patient User Defined Field 1
    • Hospital Name

Rabies Vaccine Report

  • Date range enterable
  • Report can be printed or output can be copied and pasted into Excel
  • Report shows:
    • Patient Name
    • Breed
    • Species
    • DOB
    • Age
    • Sex
    • Color
    • Weight
    • Chip ID
    • Rabies tag number
    • Rabies producer 
    • Duration of vaccine
    • Doctor who administered vaccine
    • License number of doctor
    • Vaccination date
    • Expiration date of vaccination
    • Client first name
    • Client last name
    • Client address
    • Client home phone
    • Patient status at time of vaccination

Client Retention Analysis

  • Date range enterable
  • Report can be printed
  • Report shows new, retained, and returned clients based on the two periods entered
  • Report shows:
    • Total number of clients in each period
    • Count and percentage of retained, new, returned, and total customers 
    • Count of active, inactive and total clients

Consult Retention Report

  • Date range enterable
  • Report can be printed or web output can be copied and pasted into Excel
  • Report must be configured properly before it can be generated
  • Report includes:
    • Number of consults per provider
    • Number of recheck consults per provider
    • Retention percentage
    • Total counts
  • If Include summary of visits is checked, the report also includes:
    • Patient Name
    • Client Last Name
    • Visit Date
    • Consulting Doctor Code
    • Information about whether the patient returned to the hospital

GL Account Report

  • Date range enterable
  • Can be printed or web output can be copied to Excel
  • Report shows:
    • GL Account Code
    • GL Account Name
    • Quantity of items invoiced in each sales category
    • Total revenue received in each sales category (Tax not included)
    • Quantity of payments received in each payments category
    • Total income received in each payment category

Items Sold Detail Report

  • Date range enterable
  • Report is not designed for clinic use. The output generated is in a format designed to be shared with NetSuite to import into their inventory application
  • Report contains details about all transactions and invoices in a given time frame

Boarding Reports

  • Date range enterable
  • Can choose to report on patients who are:
    • Checking-in during the specified date range
    • Boarding during the specified date range
    • Checking-out during the specified date range
  • Report includes:
    • Date of check-in
    • Date of check-out
    • Owner Name
    • Owner Address
    • Patient Name
    • Sex
    • Species
    • Breed
    • Color
    • DOB

Recall by Department

  • Date range enterable
  • Can be printed
  • Report includes recalls for patients separated out by department
  • Each section includes:
    • Patient name
    • Sex
    • Species
    • Breed
    • Owner
    • Home and business phone numbers
    • Client ID
    • Last treated by
    • Reason for recall

MRE Search Report

  • Date range enterable
  • Searches patient history for a specific medical record entry, or a group of entries
  • Report includes (per doctor):
    • Date of entry in the patient history
    • Patient Name
    • Client Last Name
    • Client First Name
    • Medical Record Code
    • Description
    • Total Quantity for each provider

Referral Line Item Report

  • Date range enterable
  • Reports on a specific, enterable category of items 
  • The goal of this report is to get an overview of what types of bill items (specifically exams) patient referrals to the hospital are generating
  • Report includes:
    • Date
    • Category
    • Bill Item Description
    • Provider
    • Patient Name
    • Patient ID
    • Breed
    • Client Last Name
    • Client First Name
    • Referral Source Practice Name
    • Referral Source Doctor Name
    • Revenue (Tax not included) 

PMP Drug Report

  • Requires you to enter a DVMAX user name and password for a user with access to financial reporting
  • IMPORTANT: Before running this report, you must click on the Report Setup link to properly configure search and reporting criteria.
  • Date range enterable
  • Web output is designed to be copied and pasted to state reporting website
    • Steps to save in a format suitable for uploading are displayed after logging into the report
  • While this report is named WA State Controlled Dispensed Log when opening in a web browser, it is actually a report that can be used for various states that now require the controlled drug dispensing report to be uploaded in the supplied format.

Species Revenue Report

  • Date range enterable
  • Can be printed
  • Reports on revenue per species
  • Report calculates totals using both invoices and returns
  • Report includes:
    • Species
    • Total sales - (Invoices - Returns)
    • Percent - (Species Sales / Total Sales)(100)

Reminder Call Up List

  • Date Range Enterable
  • Can be printed 
  • Reports on all patients with reminders due in date range entered. Overdue reminders are flagged in red and client contact information is provided.
  • Report includes:
    • Patient Name
    • Owner Name
    • Owner phone numbers
    • Client ID
    • Reminder Name (overdue reminders are listed in red)
    • Due Date
    • Last Given Date