Sample report

Hope Family Clinic — four months of visits

Example figures from a made-up clinic. Your own report looks exactly like this, built from your file.

Get this for your facility

Total visits

1,906

Unique patients

773

No-show rate

20.6%

Departments

Revenue

7,558,024

Per attended visit

5,330

Next month (projected)

428

How to read this page

The boxes at the top summarise the period covered by your uploaded file: how many visits took place, how many different patients came, how many appointments were missed, and what the facility earned.
Total visits counts every appointment or attendance. One patient who visited three times adds three visits.
Unique patients counts different people, not appointments. That same patient who visited three times counts as one patient.
No-show rate is the percentage of booked visits where the patient did not come. Under 10% is healthy; above 20% means many appointment spaces were lost.
Departments is the number of different departments found in your file. Use it to confirm that every department expected in the report was included.
Revenue is the total amount recorded for the period. If it shows zero, check that the amount column is present, filled in and correctly named.
Per attended visit is the average amount earned each time a patient showed up. It helps you estimate the money lost when an appointment is missed.
Next month (projected) estimates how many visits to prepare for if the recent pattern continues. Use it for staffing and supplies, but treat it as a planning estimate, not a promise.
“Who pays for care” shows the share of visits patients paid for themselves. A falling share means health cover is reaching more of your patients.
“Insurance claims” appears when you upload the claims sheet. Recovered is the share of what you billed that came back; the rejection reasons are the money you can win back this month.
The quality score says how completely your file was filled in. A low score makes everything below it less reliable.

Data quality score

How complete your records are. 1,906 rows used, 76 left out.

Excellent

Visit dates96.2%

Department recorded100.0%

Service recorded100.0%

Patient reference100.0%

Age recorded93.7%

Sex recorded100.0%

Diagnosis recorded100.0%

Amount charged74.4%

No duplicate rows100.0%

Dates make sense100.0%

Reporting gaps100.0%

To get a stronger report next time

Amounts allow revenue by department and service to be calculated.
Ages make the age breakdown reliable for planning clinics and outreach.

Five things this data is telling the clinic

Written from totals and percentages only — never from patient rows.

1. Almost one in six appointments is missed
The no-show rate sits around 16%, and Mondays lose the most slots. Each missed slot is paid staff time with no income.
Do this: Send an SMS or WhatsApp reminder the evening before, starting with Monday bookings.
2. General Outpatient carries a third of all visits
General Outpatient handles far more visits than any other unit, with Laboratory second.
Do this: Roster your strongest clinician to General Outpatient on Monday and Tuesday mornings.
3. Weekends are almost empty
Sunday attendance is a fraction of a weekday, yet the facility stays open and staffed.
Do this: Trial a half-day Sunday clinic and move the saved hours into the busiest weekday mornings.
4. Dental earns the most per visit
Dental sees the fewest patients but has the highest average charge of any unit.
Do this: Promote dental check-ups to existing patients — a small volume rise has a large revenue effect.
5. Malaria and typhoid dominate diagnoses
These two conditions account for the largest share of recorded diagnoses across the period.
Do this: Keep test kits and first-line drugs for both stocked to at least four weeks of demand.

Who pays for care

Out-of-pocket payment is the clearest sign of whether health cover is reaching your patients. Built from the payment column already in your file.

Pay from their own pocket

59.9%

Covered by insurance or a scheme

40.1%

Money coming straight from patients

59.8%

Payment not recorded

0.0%

Your patients are split between paying themselves and being covered by a scheme. It has fallen 2 points since Mar 26 — more patients are being covered.

Swipe the table sideways to see every column.

Who paid	Visits	Share	Money	Missed visits
Paid from their own pocket	1,142	59.9%	4,516,584	19.7%
Paid by insurance or a scheme	764	40.1%	3,041,440	22.0%

Insurance claims

Upload the claims sheet — payer, amount billed, amount approved, claim status and rejection reason — and we will show your approval rate, why claims are being cut, which payer pays slowest, and how much money is sitting unrecovered.

Insured vs cash patients

Does having cover change how people use your facility? Here are both groups side by side.

Insured visits

40.1%

Cash visits

59.9%

Missed visits (insured)

22.0%

Missed visits (cash)

19.7%

Insured patients miss 2 points more appointments than cash patients. Cash patients come back more often — 1.8 visits each against 1.5. An insured visit is worth 26 more than a cash visit.

Swipe the table sideways to see every column.

Measure	Insured	Cash
Visits	764	1,142
Patients	512	628
Visits per patient	1.5	1.8
Missed visits	22.0%	19.7%
Money per visit	3,981	3,955
Average age	31	30
Women	48.4%	47.9%
Busiest department	General Outpatient	General Outpatient
Most common service	Consultation	Wound Dressing

Visits by day of the week

Busiest departments

Age distribution

Sex distribution

Monthly trend

Busiest days, month by month

Darker means more visits. Compare rows to see if the busy days shift.

Month	Sun	Mon	Tue	Wed	Thu	Fri	Sat
Mar 26	27	98	93	78	88	75	43
Apr 26	25	82	77	91	94	84	36
May 26	32	74	83	70	76	93	44
Jun 26	16	78	74	81	68	84	42

Fewer visits

More visits

Most common diagnoses

Diagnosis	Visits
Hypertension	333
Anaemia	332
Malaria	326
Diabetes	313
Typhoid Fever	306
Upper Respiratory Infection	296

Services

Service	Visits	Amount
Consultation	337	1,378,590
Malaria Test	336	1,280,743
Wound Dressing	330	1,328,830
Scan	316	1,260,711
Immunisation	297	1,201,988
Antenatal Check	290	1,107,162

Payment methods

Method	Visits	Amount
POS	395	1,624,702
HMO	388	1,608,749
NHIS	376	1,432,691
Transfer	375	1,377,355
Cash	372	1,514,527

Your extra columns

Fields from your file that are not in the template, kept and analysed because they hold no direct identifier.

Referral source

Groups

1,906 of 1,906 rows · 5 values

Travel distance (km)

Numbers

1,906 of 1,906 rows · 31 values

Average

10.9

Middle

8.0

Range

1.0 – 31.0

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