Clients

The Clients Data Sheet is a comprehensive view of your client data within PracticeVital. This data sheet provides detailed information about each client-clinician relationship, including appointment history, retention metrics, and key engagement indicators.

The Clients Data Sheet can be accessed from the main navigation menu under Data Sheets. Depending on your role and permissions, you may see:

• Practice-wide view: Complete list of all clinician-client relationships across your practice

• Single clinician view: Client data for a specific clinician you have access to

The Clients Data Sheet displays one row per clinician-client pair. This means:

• If a client has seen multiple clinicians, they will appear multiple times in the list

• Each row represents the unique relationship between one clinician and one client

The data sheet includes the following columns:

Clinician: The name of the clinician associated with this client relationship.

Client: A unique identifier for the client. Click the “i” icon on the client badge to view detailed client information.

Intake: The date of the first session (intake appointment) with this clinician. This helps identify when the client-clinician relationship began.

Last Seen: The date of the most recent appointment with this clinician. This shows the last time the client had a session.

Next Appointment: The date of the next scheduled appointment with this clinician. This helps you see upcoming engagements.

Retention Status: Indicates the current retention status of the client (see more below).

Retention Total: A numeric value indicating the total number of qualifying appointments that count toward retention metrics.

The Clients Data Sheet provides powerful filtering options to help you find specific information:

Filter the list to show clients for a specific clinician or view all clinicians together.

Filter clients based on when their intake appointment occurred. Options include:
- Any Intake Date (default)
- Predefined timeframes (e.g., last 30 days, last 90 days, year-to-date)
- Custom date ranges

Filter clients by their retention status to focus on specific groups:
- Included in Retention: Shows retained, churned, or in-between clients
- Excluded from Retention: Shows clients excluded from retention calculations for various reasons
- Any Retention Status: Shows all clients (default)

You can sort the data by clicking on any column header. Sortable columns include:

• Clinician name

• Client ID

• Intake date

• Last seen date

• Next appointment date

• Retention status

• Retention total

Click a column header once to sort ascending, and click again to sort descending.

To view detailed information about a specific client:

1. Click the “i” icon next to the client ID

2. A detail panel will open showing:
   - Complete appointment history with the clinician(s)
   - Detailed retention metrics

The data sheet displays 100 clients per page by default. Use the pagination controls at the bottom of the table to navigate through multiple pages:

• Page numbers show your current position

• Use “Previous” and “Next” buttons to navigate

• Jump directly to a specific page number

Possible values include:

• Retained: Client has completed enough sessions to meet the retention threshold for your practice

• Churned: Client has not returned for enough sessions to meet the churn threshold for your practice

• Between: Client is neither retained nor churned. They are between retention and churn thresholds

• No Intake Date: Client is excluded from calculations because no intake appointment was found

• Too Recent: Client is excluded because the intake is too recent to determine retention - the date falls outside the intake recency cutoff that is calculated by multiplying your retention threshold value by the expected time between sessions value you have in Settings

• Excluded (Clinician Start Date): Client is excluded because the intake occurred before the clinician’s start date

• Excluded (By Service): Client is excluded because they attended an appointment with a service that has been set to exclude clients from retention in Settings > Service Mappings

• Excluded (Group): Client is excluded because they have only attended group appointments