How to Grow Your Health Practice with Reports (+ a Webinar!)

Running a thriving health practice means understanding client care and business strategy.

That’s why Zanda includes reporting features that help you turn numbers into actionable insights. Whether it’s spotting trends in client retention, optimizing schedules, or understanding your practice’s finances, reports help you see the bigger picture.

We’ve got a webinar all about this topic. Zanda Co-Founder and Head of Customer Success, Damien, recently chatted with Justin, Practice Growth Specialist, about using the data derived from Zanda reports–with a few extra tips and tricks.

Keep reading to learn how to get the most out of reports in Zanda…

How to take the pulse of your practice

Think of reports as your practice’s vital signs: they reveal what’s going well, and what needs attention.

Data tells part of the story. Your job is to interpret the rest.

For example:

• A dip in client retention might not mean low-quality care–perhaps a clinician was winding down before parental leave, taking on shorter-term cases
• A surge in no-shows could signal an issue with your reminder processes, not a lack of client commitment

Reports highlight where to look, so you can dig deeper.

Let’s explore some of the most powerful reporting capabilities offered by Zanda, and how to use them to strengthen your practice.

1. Practice Dashboard

The Practice Dashboard displays key metrics at a glance.

You’ll see trends in:

• Appointments
• Income
• New client growth

Spot something that needs a closer look?

One click takes you straight to the detailed reports behind the numbers.

2. New client report

A dip in new clients may go unnoticed until revenue drops.

The new client report acts as your early-warning system, helping you catch shifts in referrals or onboarding hiccups before they escalate into major issues.

What it tracks:

• New clients added to your system
• Which practitioner they’re assigned to
• The referral source
• Whether their first appointment is booked, and when

The power of this report

A steady stream of new clients signals a healthy practice. But subtle drops? They might reveal bigger stories–like a competitor absorbing referrals, or gaps in your scheduling process.

Pro Tip: Filter for clients without a first appointment booked.

If you spot a pattern, it’s time to ask:

• Is your intake process creating friction?
• Are reminders falling through the cracks?

Data highlights problems, but it also hands you the reins to fix them.

3. Client retention report

Client retention numbers reveal what’s working–and where a little attention could transform outcomes.

The client retention report highlights include the following:

• Total appointments per client (per care episode)
• Duration of care (first to last session dates)
• Average client sessions per practitioner

The power of data-driven conversations

Noticing a low retention average? Group the data by practitioner in just a few clicks. Suddenly, patterns emerge; maybe one clinician’s clients consistently book fewer sessions, while another’s stay engaged longer.

It isn’t about blame. It’s about insight.

For example:

• A clinician might benefit from guidance on best practices for intake sessions–data can help make that conversation constructive, not confrontational
• A team member preparing for parental leave might intentionally handle short-term cases, explaining a temporary dip

Pro Tip: Use this report proactively in supervision.

The numbers aren’t the final word. They’re the starting point for asking better questions and understanding trends.

4. Financial reports

Zanda Financial Reports help you track cash flow, spot gaps, and make informed decisions with confidence.

What you’ll see:

• Invoices and payments
• Sales trends
• Accounts receivable
• Aged receivables
• Activity summaries (services rendered vs. billed)

Beyond the bottom line:

• Track practitioner performance: See who’s driving revenue and where support might be needed
• Catch missed invoices: No more guessing if a session was billed; the activity report shows gaps instantly
• Group data for deeper insights: Filter by service type, location, or saleable category to see what’s really driving your bottom line

Pro Tip: Pair this with the client appointments or activity reports to cross-check unbilled sessions.

No invoice number? That’s your cue to follow up before revenue slips through the cracks.

5. Client forms report

Tired of digging through client profiles to track forms? The Zanda client forms report puts all your client forms–intake forms, consent documents, and more–into one centralized view.

No more guessing or manual searches.

What you can track at a glance:

• Completed forms (ready for review)
• Drafts in progress (follow up if needed)
• Expiry date (see which forms need to be re-issued)

Why it’s a game-changer:

• Jump straight to client profiles from the report
• Spot missing forms instantly
• Simplify compliance by ensuring critical documents (like consent forms) are completed before sessions

Pro Tip: Combine with Practice Hive notifications to receive alerts when clients submit a form.

6. Referrers report

Strong referral relationships are the lifeblood of a thriving practice.

The Zanda referrers report helps you nurture these connections by showing exactly who’s sending clients your way–and who might need re-engagement.

What it reveals:

• Your top referrers (by client volume and billed revenue)
• Practitioners who’ve paused referrals (time to reconnect)
• The financial impact of each referral source

Turning data into a relationship-building opportunity

• See which relationships deliver the most value to your practice
• Send personalized thank yous to your best referrers
• Reach out to those whose referrals have dipped with a check-in or update

Ready to master referral relationships?

Start with our dedicated webinar on building and maintaining these critical connections.

7. Statistics report

The Zanda statistics report helps you uncover unique patterns, so you can make smarter decisions about everything from marketing to service delivery.

What you’ll see:

• Client profiles: Age, gender, type, and status
• Geographic trends: Postal code distribution
• Custom filters: Drill down into the specifics that matter to your practice

How to use the data:

• Spot demographic trends: Are most of your long-term clients women aged 21–30 within a defined radius? Use that insight to refine your outreach.
• Compare practitioner caseloads: Filter by age range or location to see if certain clinicians attract specific client groups. This is useful for balancing workloads or identifying specialties.
• Uncover hidden opportunities: A postal code with few clients? Might be time for targeted community engagement.

Pro Tip: Go beyond the standard columns.

Try adding:

• A custom filter to see where referrals cluster geographically.
• An age breakdown by practitioner to spot niche strengths.

8. Classification reports

Reporting isn’t one-size-fits-all.

Classification reports let you slice and dice your client data using custom labels that matter to your practice, whether for targeted outreach, grant applications, or specialized care programs.

How it works:

• Create custom labels (e.g., “Anxiety Diagnosis,” “Grant-Eligible,” “Workshop Attendee”)
• Filter clients by one or multiple classifications
• Generate precise lists for communications or reporting

Why it’s powerful:

• Laser-focused marketing: Email all clients with an “Anxiety Diagnosis” classification about your upcoming workshop using the bulk send tool (with built-in marketing consent checks)
• Grant-ready data: Instantly pull the percentage of clients matching a funder’s demographic requirements
• Tailored care initiatives: Group clients by need (e.g., “Postpartum Support”) to streamline program planning

Pro Tip: Pair classifications with marketing permissions (set during intake or toggled in profiles) to ensure compliance while maximizing outreach impact.

9. Calendar filters

Zanda calendar filters let you configure your view to instantly spot gaps and track progress.

Here’s how it works:

• Filter for action items to view: Sessions where notes are overdue Appointments without invoices Appointment types (when filtering by appointment flags) Sessions with specific equipment or room allocations

• Sessions where notes are overdue

• Appointments without invoices

• Appointment types (when filtering by appointment flags)

• Sessions with specific equipment or room allocations

• Fully configurable: Choose criteria that match your practice’s workflow

• Sessions where notes are overdue

• Appointments without invoices

• Appointment types (when filtering by appointment flags)

• Sessions with specific equipment or room allocations

Why practices love it:

• Prevent oversights: No more chasing missing notes or unbilled sessions–the calendar can help flag them for you
• Simplify supervision: Quickly assess clinician workloads or spot training opportunities
• Adapt to your needs: Whether you’re auditing billing or prepping for a funding report, the view adjusts in seconds

Less searching, more doing–it’s how smart practices operate.

10. Inactive client report

Clients shouldn’t be forgotten, but in a busy practice, it can happen unintentionally.

The Zanda inactive client report helps you spot who hasn’t rebooked, so you can reach out, re-engage, and maintain continuous care.

This report:

• Flags lapses automatically: Identifies clients who haven’t returned within your set timeframe
• Simple to act on: One glance shows who might need a check-in or reminder
• Win-win outcomes: Restarted care for clients, and continued revenue for your practice

Use this report monthly to:

• Send personalized follow-ups (“We miss you!”)
• Update discharge statuses for accurate records

Pro Tip: Set up recall automations to re-engage inactive clients automatically

11. Session pack expiry report

Keep funded care on track with the session pack expiry report–your safeguard against treatment gaps and unbilled sessions.

Key features:

• Real-time visibility of active session packs
• Alerts for expiring or depleted packs
• Filter by remaining sessions (e.g., show only clients with ≤2 sessions left)

Practical applications:

• Prevent service gaps: Identify clients needing referral renewals before their final session
• Protect practice revenue: Avoid providing unfunded care by catching expired packs
• Streamline admin: Batch process renewals by filtering specific funding programs
• Set regular review cycles: (Weekly/monthly) based on your practice volume
• Combine with client reminders: For seamless continuity of care

12. Client sources report

Stop guessing which marketing channels actually deliver results. The client sources report shows you exactly how clients find your practice and, importantly, how much revenue each source generates.

What you’ll discover:

• Top-performing marketing channels (word of mouth, ads, referrals)
• Revenue impact per source
• Underperforming efforts that may need reevaluation

Next steps:

• Adjust spending: Shift budgets from low-yield marketing channels (like underperforming ads) to what’s working
• Strengthen referrals: Double down on sources that drive high-value clients
• Automate intake: Embed source tracking in onboarding forms for accurate data

Critical note: Garbage in, garbage out. If you’re not capturing client sources systematically at intake, this report won’t be effective.

Your practice, powered by insights

Zanda reports help you cut through the noise, turning raw data into actionable information. You’ll see exactly where your practice thrives–whether it’s client retention, referral relationships, or revenue streams–and where a strategic adjustment could make all the difference.

We’ve designed these tools to give you the insights you need, without the clutter you don’t.

Ready to experience Zanda? Try it for free.