The following Custom and Library Reports are a set and given to all customers at startup. These reports are customizable. Many companies may have their own version of these reports(*). Report default description is given. 


Page Content (Click on blue titles):



Custom



Admissions/Discharges (can be switched with Admission/Discharges by Location if a company is using locations): displays a monthly Admittance, Discharged, Average Length of Stay (LOS) and Retention Rate summary over a particular year. This report can be run by a census year. ADC = Average Daily Census.



Incident Reports / Reportable Group Notes: displays information from the reportable group notes that have been filled out in the Group Notes area. For example, some companies may need to run this daily to report on what incidents happened the day before. It can be filtered by Date Range. This report displays: Date of Incident, Day of Week, Time of Incident, Time of Day of Incident, Duration of Incident, Duration Category, Number of Clients Involved, Type of Incident, Hospitalization Required?, Police Involved?, Severe AWOL, Person Completing Form, Date Report Completed, Names of Staff Involved, Maintenance Report Required?, Date Maintenance Report Completed, General Description of Events, Client Name, Stage, Description, Who Notified, When Notified, Notified by and Further Action Required?. This template and supporting report are often customized and so the questions listed may be different for your company.


For more documentation, click HERE.



Staff Pictures Roster: 

  • If displayed and you are not using HR, submit a ticket to have hidden. 
  • This report displays all staff photos, if they are entered into your account in the following ways:
    • Individuals
    • And have "HR" Access Tag.




Library



 

Average Daily Census: Displays company census which includes: Client Count, Admissions, Discharges, Total Client Days and an average daily census.

  • The report can be filtered by Date Range and Tag.



BestNotes Utilization: Displays primary BestNotes features and includes usage data by month.



Billing Authorizations: Displays active client payer authorizations by payer, provider, or tag.



Billing Client Payers: Displays active client insurance by payer and/or tag.

  • Only displays clients with an active insurance setup in their Episode tab. 
  • The report can be filtered by Tag and by Payer (insurance companies listed in Settings -> Payers).



Billing Report: Simplified ledger report.


 

Business List: Displays a business with related contacts. 

  • Businesses can be filtered by State or Tag. 


Calendar (C - )


For more general documentation, Click HERE.



C - Appointment Forecasting: Displays appointments by type, date, time, and charge amount. This report forecasts charge information based on ledger codes linked to appointment types. 

  • The permission "Ledger All Providers" is required to display all appointments
  • Ledger must be checked for the client




C - Appointment Status: Appointments grouped by contact or provider within a date range and associated encounter data.

  • The report can be filtered by Date Range, Facility, Provider, Appointment Type, Status, and and Tag.
  • Ledger information
  • An asterisk (*) next to Time indicates it is a recurring appointment
  • Displays overlapped appointments in yellow, even across providers when grouped by contact

Examples:

  • Managing appointment confirmations for future appointment days
  • Reviewing number of 'no shows' during a particular date range or by provider
  • Monitoring payments collected by appointment date



For more Calendar documentation, click HERE.



C - Appointment Time Durations: Displays the difference in days/hours/minutes between the times collected during the appointment workflow.
  • The report can be filtered by Date Range, Facility, Provider, Appointment Type, and Status

There are four time durations calculated:
  • From Check-In time to Ready Time
  • From Ready Time to Begin Time
  • From Begin Time to Check-Out Time
  • From Check-In Time to Check-Out Time

Depending on a users workflow, different analysis can be obtained.  For example, for an office where the provider checks in and checks out their own appointments, the best calculation for appointment duration would be the check-in to check-out.  This is because if a provider checks-in their own appointments the check-in, ready and begin timestamps will all be the same.  Therefore, only one true duration is calculated; the Check-In to Check-Out.

However, if an office has a front desk staff member that checks the appointment in.  Then perhaps the client is marked not ready indicating other services/work is to be done before the appointment begins (i.e. intake paperwork, x-rays, etc.).  Finally the appointment is begun by the provider and checked-out by front-desk staff as the client leaves.  In this case, all four time durations may be of interest for analysis.




'Check-In' time - when 'Check-In' is selected from any of these areas.

'Ready' time - this will be the same time as the Check-In time unless 'Client Not Ready' is selected.  Client Not Ready is available after an appointment is checked-in.
'Begin' time - when the 'Begin' is selected. *If a provider checks-in their own appointments the 'Check-In', 'Ready' and 'Begin' will all have the same timestamps.

Why isn't there a begin timestamp in my report?
There are 2 workflows where, by design, this is the case:
1) An office member (other than the appointment provider) checks-in the appointment, this creates the document in the client activity log. The provider then opens and completes the documentation from the activity log and checks-out the appointment.
2) On an appointment that does not have a template associated with it, an office member (other than the appointment provider) checks-in and checks-out the appointment.

Why are some wait times blank and others say '0 min'?
If both timestamps are the exact same, '0 min' will display.
If either of the timestamps are missing the difference calculation will be blank.

How are the average times calculated at the top of the report?

For every entry where the time difference is not blank and greater than 0 min, the time difference is included.  
For example:

#1 - Check-In to Check-Out : 30 min

#2 - Check-In to Check-Out: 40 min

#3 - Check-In to Check-Out: 0 min

Average: 35 min  (30+40/2)



C - Schedule by Day: Desk calendar view of provider schedule, one column for each day.



C - Black Hole: Displays active contacts that have been seen before with no future appointment scheduled.



C - Calendar Setup: Displays a single view of the Appointment Types created in calendar settings. 


For more documentation, click HERE.

 


Caseload by Provider  Displays clients assigned to each provider. 

  • The report can be filtered by status (inquiry, admits) and by date range 
  • Requires the "Administrator" User Type

 


Client Allergies: Displays clients with food, drug or environment allergies list.  

  • The report can be filtered by Client Status, Tag, and Allergy Type



Client Birthdays: Displays client birthdays grouped by month.

  • This can be pulled for current or past contacts. Current contacts are those that have a Start Date/DOA but no End Date/DOD. Past clients have an entry in both Start and End Date



Client Chart Audit: Displays a daily, calendar-like view of all client activity.

  • The report can be filtered by Facility, Provider, and Tag
  • This includes billed charges, appointments, progress notes, and program enrollment events



Client Picture Roster: Displays a list of current clients with pictures.

  • Current is defined as those with a admit date (DOA) and no discharge date (DOD)
  • Clients are listed in alphabetical order by last name
  • The report can be filtered by Tags


For more documentation, click HERE.



Client Test Results: Displays manually entered lab/test results.



Client Vitals: Displays vitals entered by date.



Consent Status: Displays all patient consents, including the authorized recipient, purpose of release, and expiration date.



Contact Ledger Balance: Displays overall client ledger balance with the ability to filter for client credit or client due amounts.
  • Displays balance as seen on the client register tab
  • The report can be filtered by Facility and balance type. The balance type options are 'Client Owing' (positive balance in register), 'Client Credit' (negative balance in register), 'Non-Zero Balances' and 'All'
  • The report is titled 'Contact Ledger Balances' and not client as it looks at all contact types in BestNotes. Ledger items can be applied to non-client type contacts
  

For more documentation, click HERE.



Contact Pending Signatures: Displays the number of notes that need to be signed by contacts. 

  • The report can be filtered by Tags


For more documentation, click HERE.


 

Daily Census: Displays all clients active in a date range grouped by provider. 

 


Diagnoses by Client: Displays client diagnosis and problem list filtered by client status in a date range or current tag assignment.

For more documentation on DSM 5, click HERE.



Duplicate Client: Displays possible client duplicates.


For more documentation, click HERE.

 


Inactive Reasons: Displays inactivation (discharge) reasons for all clients.

  • The report can be filtered by Tag and Date Range


For more documentation, click HERE.



Incident Reports: Displays patient incidents tracked in a group note template displaying date/time of the incident, staff involved, etc.

  • The report can be filtered by Date Range and Tags



LOS by Provider: Displays Provider, Clients, Avg Length of Stay (LOS) with summarization.



Ledger Setup: Displays a review of ledger settings and ledger configuration details. 

  • The Manage Ledger permission is required
  • Includes all Ledger Items/Codes created in BestNotes
  • The report can be filtered by Category
  • The report is sorted by Category and grouped by Procedural Codes


For more documentation, click HERE.



Log Frequency by Contact: Displays a count of documents per contact 

  • Also displays the amount of locked documents per Log Type for each contact
  • Change "Fields to Display" as needed
  • The report can be filtered by Date Type (Active Between, DOA, DOD, Contact Date), Tags, and Log Type 



Log Review: Report that allows extensive filtering to display patient documentation with staff and patient signature status.

 

This report is useful for managing documentation that must be completed within a particular time frame. Select a date type and a date range to filter documentation. The User filter will default to the user currently logged in. When displaying documentation for All Users, All Log Types a maximum date range of 1 week can be selected.


  • For example, your business requires document ABC to be completed within 7 days after a patient's arrival. The report selection would be: Admit Date, Weekly date range, and ABC log type. This will display all clients that have a start date (DOA) in that date range and the status of the ABC documentation for that client 
  • Data / Results can further be filtered by: Tags and Log/Template Type


All Users vs. single User selection

  • All Users – Documents for given log date range will display signature requirements for all users and will be grouped by log status' of Unlocked, Locked and Audited (green checkmark).
  • Single User – The date range can be extended up to 1 month. The report will pull all documents created by this user and/or documents requiring their signature. The logs will be grouped by this users' signature status: Unlocked, Locked (no signature), Locked/Finalized (with signature).

 

The "Created On" column is only populated with information when the user running the report has the "File Audit" permission.




Log Status: Displays documents that meet the criteria selected.

  • The report can be filtered by Date Range, Indicator (Off, On, All), Status (Unlocked, Locked, Audited, All) and Type (client, individual, business, program, all)



Med Clinical Field Data: Displays all data points from Med/Clinical assessments and treatment plans.

  • The report can be filtered by Date Type and Range, Med/Clinical Tab, and Tags 


For more documentation, click HERE.

 


Med Clinical Table Data: Displays all table data points from Med/Clinical tables. 

  • The report can be filtered by: Table (Current medications, Allergy, etc.) and Date Range. 
  • This report can be displayed for screen or as a format that is better for exporting.


For more documentation, click HERE.

 


Medications Review: Displays medications listed by client. 

  • The report can be filtered by Med Date Filter (Med Start Date between, End dates between, Med dates between, Refill date between), Date Range, Med Status (Active, Completed, Erroneous, Discontinued), and Tags.
  • It can display the expanded view and last reviewed date as well.


For more documentation, click HERE.


Program / Episode Reports (P - )


For more documentation on Programs / Episodes, click HERE.


 

P – Admission/Transfer/Discharges (P-Adm/Trans/Dis): Displays all client program admissions, transfers, and discharges for a given date range. 

  • The report can be filtered by Report Type, Date Range, Program, Location, and Demographic



P - Authorization Status: Displays payer authorizations for all clients active in a program.

  • The report can be filtered by Payer, Program, and Location


At a glance, this report show all authorizations per client.  

  • Blue - Authorization has expired
  • Green =  Authorization is current
  • Orange = displays clients recently discharged from a program (last 7 days)



Our recommended workflow, would be to inactivate an authorization once all charges have been billed and documentation is complete.  This way it will fall off of the report.



For more documentation on Authorizations, click HERE.



P – Census Summary: Displays a program's census by Date Range.   

  • Any date range less than 30 days will display the census for each day.  A date range greater than 30 days but less than one year will display the census by month and anything greater than that will display the census by year
  • The census is a grand total of all clients with a start and end date (from the edit client screen) within the date range selected
  • Admissions, Discharges, and No Programs are based on Active clients' Episodes (Programs, Level of Care, Transfers). If a program has Locations, client names per location display below.


For more documentation on Bed tracking, Click HERE.



P – Daily Census: Displays the daily census for all programs. 

  • The report can be filtered by Date, Programs, and Locations
  • It can include the report information from data forms (up to 2) 



P – Diagnosis by Client: Displays all client diagnoses as well as a count of the Top 5 Diagnoses.

  • The report can be filtered by Date Range, Program, and Location



P – Inquiry Report: Displays the number of inquiries with qualified status by program enrollment.

  • The report can be filtered by Date Range and Programs



P – Log Review: Displays active program participants and documentation completed. 

  • The report can be filtered by Date Range, Program, Location, and Provider
  • It can be further filtered by Log Type, Tag, and Fields to Display


Example:

  • Managers can check to make sure each active client is receiving an Activity Log on schedule.



P – Program Demographics: Displays Program demographics: clients by program or programs by client.

  • The report can be filtered by Date Range and Type, Program, Location, and Tag. 
  • It can include additional dynamic demographic information and/or data form fields (2).



P – Provider Caseload: Displays each provider's caseload of active clients within a date range. 

  • The report can be filtered by Date Range, Provider Type, Program, and Location
  • It will display all client's providers through assignment in the Episode/Program tab as Staff. If no provider is assigned (in program tab) this report will display providers as assigned at the client level in the provider selections.



P - Weekly Census Displays client program census with summary by gender, age and summarizing total and avg daily census. 

  • The report can be filtered by Date Range, Program, and Location. 


For more documentation on Programs / Episodes, click HERE.



Parent Emails: Displays preferred email of parent (if selected). 

  • The report can be filtered by Date Range. 
  • Parents shown have been marked with “PG” on the relationship.


For more documentation, click HERE.



Portal Accounts: Displays portal accounts that have been created, showing name and email of portal users. 

  • The report can be filtered by Date Type and Range, Tag, and whether or not to search by linked contacts only
  • The report can also be searched by keyword



Referral by Source: Displays all Referrals including Inquiries.

  • The report can be filtered by client Start Date (Admits) or client contact date (Inquires) for selected date range, Referrer, and Referral Category
  • This report can be displayed for screen or as a format that is better for exporting



Referred Out – Admits: Displays any admits that were referred elsewhere. 

  • The report can be sorted by Date Range



Referred Out – Inquiries: Displays all inquiries that were referred elsewhere. 

  • The report can be sorted by Date Range



Referred Out by Source: Displays admits that were referred to a specific source. 

  • The report can be filtered by: Referrer and Date Range
  • This report can be displayed for screen or as a format that is better for exporting



Referrer Counts: Displays count of referrals by month/year. 

  • The report can be filtered by Date Type and Range
  • A referrer is included if they were added as a pREF relationship on another contact (client)



Referrer Statistics: Displays the number of clients referred in a given date range and their statistics. 

  • The report can be filtered by Facility, Date Range, and Order By (alphabetical, referral count).



Referrers List: Displays all primary referrers in the system and the clients that they referred to your company. 



Related Contacts by Tag: Displays clients with their related contacts, showing the related demographics as well as relationship type. 

  • The report can be filtered by Date Type and Range, Provider, Contact Type, Contact Tag, Relationship (exists/missing), Relationship Type, Related Contact Tag.
  • Additionally, the report can be searched by keyword and ordered by contact or related contact. 
  • This report can be displayed for screen or as a format that is better for exporting


For more documentation, click HERE.



Tag History: Displays an audit of contact tag add and remove actions and the staff that completed them.

  • The report can be filtered by name (contact name or tag name) and date range.


Examples:

  • To see all contacts that had a tag with 'current' in the name during a month. 
  • To see all tag history for all contacts by the last name.
  • To filter the last result set down even more to answer the question: show me all contacts by name and the tags they had assigned in. 
  • Top Admitted/Inquiry referral sources 



Top Referrers: Displays Top Admitted/Inquiry referral sources. 

  • The report can be filtered by Client (Admits/Inquiries), Date Range, and Tag
  • This report can be displayed for screen or as a format that is better for exporting




Users


For more documentation on Users, click HERE.


Only System Administrators can run these reports


User Audit: Displays audit of user login and logout times with IP/Port information. 

  • The report can be filtered by Date Range, User, and Platform.



User Billing List: Displays all users included in the previous month's bill OR a preview of users that will be billed. 

  • Non-Billable Users can be hidden from the report
  • Users in the Billable Users area will be grouped by: Admin, Regular and Restricted.
  • Users in the Non-Billable area will be grouped by: Calendar Resource, Billing Resource, and Non-Billable. 
  • The 'Pre-Billing' checkbox will change the dates of the report billing period to be reviewed. 
  • Each user's name will be displayed.
    • Inactive users will display in red followed by the last time they logged in during the billing period listed at the top of the report.
  • If the user has the DSM5 permission, the word "DSM5" will appear in blue and the $4 will be charged for this user.
  • If the user has the Videra User permission, the word "Videra" will appear in blue and the $49 will be charged for this user.
  • If the user's name appears with no date following their name it indicates they are currently an active user that has not logged in during the billing period.
  • All active users, plus any inactive users that logged in during the billing period, will be charged. 
  • It is a good idea to review this report and inactivate users that are not using the system.



User Groups: Displays all users in groups. 

  • User groups restrict access to specific areas of BestNotes, this shows all groups and the users in those groups.
  • The report can be shown by group or user.  


For more documentation, click HERE.



User Logins: Displays user list showing first and last login date/time, password last updated, and 2FA enabled.

  • Inactive Users can be hidden from report



User Permission: Displays all users with specific permissions.  

  • The report can be filtered by User Permission and User Group.
  • It will sort active users from inactive users. 


For more documentation, click HERE.



User Providers: Displays list of providers by assignment type or setup.

  • The Show by Provider Type option shows provider assignments (provider 1-4) 
  • The Show Provider Setup option lists each provider with specific details provided (ie NPI, State License etc).  






 

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