19.20.1. Cool Custom Reports

*THE BIG WHAT
This section will explore the versatility of custom reports, highlight some reports we think your clinic can utilize, and provide a step-by-step guide on generating these powerful data narratives. Whether it’s tracking geographic data or optimizing operational efficiency, custom reports offer a gateway to endless possibilities for data-driven decision-making or figures to present for grant requests.

Vet Specs

The Executive Director report is a fast way to get the total surgeries and complications per vet but if you need to know more, a Custom Report is the way to go.
With Custom Reports, you can run a detailed export of almost anything and include the vet. Once exported to Excel, select the Vet column and apply the sort filter. If you are unfamiliar with this, locate the “A to Z” icon and click the down arrow for more options. Under this expanded menu is “Filter.”
This will apply a filter option to each of the column headers. Using the down arrow that now appears on the veterinarian column, select/deselect the vet(s) to view data.

In this example, we are running the number of cryptorchid feral cats under 6 months for the current year by each veterinarian.
The report filters will vary depending on exactly your needs, however, in all cases, include the Vet filter. After exporting to Excel, use the column filter to track by each vet’s name.

Complex data builds are possible with Custom Reports.

Reviewing Internal Medical Notes to Locate an Animal

Use case example:
It’s happened before, where a situation comes up and the team needs to recall which animal, on what day, had xyz going on with it. Unfortunately, no one remembers. Instead of digging through records individually for every patient over a large date range, use Custom Reports!

How to extract the data:

1. From the main Custom Report page, choose the date range you would like to look through.
2. The middle filter should default to “All Animals.”
   From the dropdown menu, select the following:
3. Appointment Status = Checked Out
4. Species = Cat or Dog – choose one of the species if you can recall this information.
5. Internal Medical Notes – switch this from the default of including all, to just those with Internal Medical Notes.
6. Run the report on screen or export it to a spreadsheet.
7. With your keyboard press CTRL+F and type in a keyword to highlight matches in the report. Such as “reaction,” “ringworm,” or “fracture.”
   
   Suggested filter options for Internal Medical Notes
   
   

Export Client Contact Information

How to extract the data:

1. Select the date range to pull clients that visited your clinic during. NOTE: You can only run up to 1 year at a time.
2. Leave “All Animals” selected.
   From the dropdown menu, select the following:
   (Scroll down to the owner’s filters near the bottom of the dropdown)
3. Client Type = Public
4. Owners = Owner First Name Include All, Owner Last Name Include All, Owner Address Include All, Owner Email Include All, Owner Cell Phone Include All
5. Click Run to Excel to export all the data to a spreadsheet.
   Format the spreadsheet to fit your needs – deleting columns of appointment dates, animal ID numbers, etc.
   Select the email address column and on your Excel toolbar, locate the option to “Remove Duplicates.”
   
   Suggested filters for exporting client contact information
   
   

If your clinic needs to re-run the same Custom Report regularly, learn how to save the filter selection as a prebuilt report to select from. More on this HERE!