Analytics is a single page of numbers about how your clinic is working over a date range you choose: how many appointments there were, how many of them happened, how many new patients arrived, how loaded the team is and how well the rooms are used. In the sidebar: Reports → Overview.
There is no money here. Revenue, outstanding balances and tax are counted by Financial reports — a separate module with separate numbers.
How to do it
Set the date range and granularity
The page opens on the last 30 days. The ready-made ranges are This Week, Last Week, This month, Last month, Last 3 Months, Last 6 Months and This year; Custom Range opens a calendar. The Granularity: switch — Day, Week, Month — changes how dense the points on the charts are.
The range and the granularity live in the page address, so you can bookmark a finished view or send it to someone on the team.
The page always comes in the same order: (1) date range and granularity in the header, (2) a row of five stat cards, (3) trend and service-type charts, (4) tables — practitioner utilization and room utilization.
Read the five cards at the top
Total Appointments, Completion Rate, New Patients, Avg Session Duration, Cancellation Rate. Under each card Heltio adds the change vs prev period — a comparison with a period of the same length that ends the day before your chosen range.
Check the recurring appointments
The second row of cards — Recurring Appointments, Series Completion Rate, Active Series, Adherence Rate — only appears once there was at least one appointment from a series in the selected period. A clinic that does not work in series will not see that row at all.
Go down to the charts
- Appointment Trends — three series: Total, Cancellations, New Patients.
- Appointments by Service Type — what actually sells.
- Practitioner Utilization — a table with the columns Practitioner, Utilization, Total, No-show, Avg. duration.
- Busiest Hours — a density map, day by day, hour by hour.
- Patient Flow — new against returning.
Look at room utilization
The Room Utilization card shows, for every room, Booked time against Available, split into Morning, Afternoon and Evening. If the clinic has no rooms described, you will see No rooms configured for this clinic. — rooms are created in settings.
Ask for AI insights
At the bottom of the page there is an AI scheduling insights card with a Generate insights button. The card is only visible when AI features are enabled for the clinic, and generating the insights spends AI credits. The result is labelled AI-generated — review before acting, and that is how it should be treated.
When something does not work
Access Restricted
What this means: Under the message stands the sentence “Analytics are available to clinic owners and administrators only.” — the account holds a different role in this clinic.
No appointments found for this period.
What this means: There is not a single appointment in the selected date range — cancelled ones included.
Failed to load analytics data
What this means: One of the statistics queries did not come back.
No data for the selected period
What this means: One particular chart has nothing to draw even though there are appointments in the period. The service-type breakdown behaves this way, for instance, when appointments have no service assigned.
Not enough appointments in this period to generate meaningful insights. Try a wider date range.
What this means: AI insights need a bigger sample than a handful of appointments.
Not enough AI credits to generate insights.
What this means: The clinic's AI credit wallet is empty.
Could not generate insights. No credits were charged.
What this means: Generation failed part-way through.
Who has access
Clinic AdminAnalytics is seen by the clinic owner and administrator. Every other role — practitioner, reception, a read-only account — gets Access Restricted. This is the same boundary that protects the audit log.
The numbers cover the active clinic only. If you work in several, switch clinic in the menu and the page recomputes from scratch. Heltio does not compute a combined summary across clinics today.
Related
- Financial reports — revenue, arrears, commissions.
- Patient reviews — ratings given after a visit.
- Outcome measures — clinical effect, not schedule load.
- Rooms — where room utilization comes from.
Related features
Patient reviews
The screen where ratings given by patients after a visit collect: average rating, tags, a weekly trend and a table of comments. The patient-facing form does not exist yet.
Outcome measures — measuring the effect of treatment
The questionnaires and scales you use to measure the effect of therapy: the measure library, recording an assessment in the patient record, goals with a clinically significant change threshold, and requests sent to the patient portal.
Financial reports
Eight reports at one address — revenue, outstanding, cash flow, commission, VAT summary, insurance, packages and wallets — with filters, a chart, a table and an export to XLSX or PDF.
Treatment rooms
Defining rooms with their amenities, the three modes for assigning them to appointments, clash detection and the utilisation report.