Documentation/Communications/Trends and Reports

Trends and Reports

What you'll learn: How to use the trends chart, understand communication patterns, and analyze your practice's performance over time.

A visual display of your communication activity over time.

What It Shows

  • Call volume by day
  • Email activity
  • SMS counts
  • Average call duration

Reading the Chart

  • X-axis shows dates
  • Y-axis shows counts or values
  • Lines or bars represent different metrics
  • Hover to see specific values

Identifying Patterns

Weekly Patterns

  • Which days are busiest?
  • Weekend vs. weekday activity
  • Staff scheduling implications
  • Seasonal variations
  • Growth patterns
  • Unusual spikes or dips

Long-Term Analysis

  • Year-over-year comparisons
  • Practice growth indicators
  • Impact of marketing efforts

Staffing Decisions

  • Peak call times need coverage
  • Low periods may allow other tasks
  • Schedule based on patterns

Marketing Timing

  • When do prospects call most?
  • Best times for outreach
  • Effective campaign periods

Capacity Planning

  • Growing volume may need resources
  • Declining patterns may need attention
  • Plan for seasonal changes

Period Summary

Quick statistics for your selected date range:

Total Communications

All calls, emails, and texts combined.

Conversion Rates

  • Calls to appointments percentage
  • Success rate of communications
  • Engagement metrics

Top Regions

If geographic data is available:

  • Where most calls originate
  • Regional patterns
  • Expansion opportunities

Creating Custom Reports

For deeper analysis:

  • Export data if available
  • Use specific date ranges
  • Focus on particular metrics

Comparing Periods

To understand changes:

  1. Run a report for one period
  2. Note the key metrics
  3. Run for a comparison period
  4. Compare the numbers

Questions to answer:

  • Is call volume increasing?
  • Are conversion rates improving?
  • How did a change affect results?

Key Performance Indicators

Monitor these regularly:

KPI What It Measures
Call Volume Practice activity level
Completion Rate AI effectiveness
Conversion Rate Business success
Average Duration Conversation depth
Error Rate Technical health

Sharing Insights

Use trend data to:

  • Report to practice leadership
  • Justify resource requests
  • Celebrate improvements
  • Identify areas for attention

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