Production Dashboard

The Production Dashboard provides a comprehensive view of a practice’s exam and materials production for a selected service period. It gives practice leaders a clear, trusted understanding of overall production performance to support informed financial and operational decisions.

 

How to Access the Dashboard:

From the practice management feature of Encompass, select Reporting and then Analytics and Insights. From the left- menu, select Production. The dashboard displays.

Key Capabilities

With this dashboard, you can:

• Understand performance fast - Measure total production value in terms of revenue and volume at a glance

• Measure value your way - View production by retail value, net sales, or payments received.

• Tie production to outcomes - Align payments to original order date to understand true value generated.

• Spot trends early - Identify productivity patterns and seasonal shifts over time.

• Gain deeper insights - Drill into production by CPT code and specific materials.

• Make smarter comparisons - Evaluate performance across offices, doctors, and staff.

• Drive accountability - Support incentive and compensation decisions with trusted insights.

• Have one source of truth - Replace multiple legacy reports with a single, authoritative production view.

Configuration Options

• Date Selector: choose how the date filter is applied to the data

  • Order Date: Measures sales based on when orders were placed. Payments and refunds are tied to the original order date. Use this to measure value generated from sales during the selected period.

  • Transaction Date: Measures activity based on when it occurred, including sales, returns, and payments during the selected period.

• Display Amounts By: Select how you want to measure the production value by one of the following three options:

• Retail Value: Use this option to measure production value by list price.

• Net Sales: Measure revenue including tax, based on patient responsibility and estimated insurance receivables entered at checkout.

• Payments Received: total insurance and patient payments received, including tax.

  • When using Order Date, measures payments collected from orders placed during the selected order date range.

  • When using Transaction Date, includes payments based on when they were collected.

KPI and Chart Definitions

KPI Measures

• Total Amount: The total amount based on the value metric selected by the user.

  • Total Retail Value: The total listed retail value of exams and materials produced.

  • Total Net Sales: The total revenue for exams and materials, including tax, based on patient responsibility and estimated insurance receivables calculated at the time of sale.

  • Total Payments Received: The total applied insurance payments and patient payments received, including tax.

• Total Sales Orders: count of unique sales orders produced within the selected time frame; returns and remake orders are excluded from the counts.

• YOY: Year-over-Year percentage change compared to the same period in the prior year. This metric helps identify growth, decline, or stability over time.

• AR Amount: The AR Amount displays when viewing by Order Date and Payments Received. The AR Amount is the estimated outstanding receivable balance, reflecting that payments for the selected period are not yet final. The value becomes $0 once all balances are received or written off, indicating payments are complete.

Production Mix Charts

Exams/Materials Mix

• Exams Amount: The portion of total dollars attributed to exam-related services.

• Materials Amount: The portion of total dollars attributed to materials, including items categorized as Eyeglasses, Contact Lenses, and Other Materials.

• Uncategorized Amount: Amount that cannot be definitively assigned to a specific item type. Only available for Payments Received. Including items from:

  • Miscellaneous Payments: Payments made in the front office without an associated order number or item type.

  • Partial Payments: Payments for patient amounts not yet fully paid and therefore cannot be categorized until settled.

  • Unassigned Payments: Other special cases where an Item Type is not assigned.

Insurance-Carrier/Patient Mix

• Insurance Receivable: The portion of the production amount generated from insurance

• Patient Amount: The portion of the production amount generated from patients

Breakdown by Category Chart

The category breakdown chart includes two views.

Dollar Value (left side of the chart)

Displays total revenue distribution by category. Revenue is based on the selected “Display Amounts by” setting and can be viewed as Retail Value, Net Sales Value, or Payments Received.

Order Count (right side of the chart)

Represents the number of unique sales orders that include items from each category. Returns and remakes are excluded from order counts.

For example, if Eyeglasses shows an Order Count of 73, this means 73 unique orders include eyeglass items.

Additional Breakdown By Category Details:

Remakes - remakes are not included in order counts. They are reflected as net changes in item counts:

• If a remake adds an item (e.g., AR coating), the net item count increases.

• If a remake reuses an item (e.g., a frame), the combined count across the original order and remake activity reflects a net quantity of one.

Why Order Count and Item Count may differ:

• A single order may include multiple items within the same category.

• Individual items on an order may be returned.

• Remakes may add or remove items (remake orders are not counted, but their item impact is included).

• A remake may fall within the selected date range while the original order falls outside the selected timeframe.

Filters Overview

Most charts on the dashboard are interactive and can be used to filter other visualizations. For example, selecting “Contact Lens” in the Breakdown by Category chart updates all other charts on the selected tab to show only Contact Lens data.

In addition to chart-based filters, you can use the following drop-down filters to further refine the dashboard:

• Order Date: For all tabs, you can select the date range based on the date exams or materials were sold to the patient.

• Location: For all tabs, you can filter data by one or more physical locations.

• Doctor: Filter by specific doctors.

• Staff: Filter by specific staff members.

• Category: Filter by Category Breakdown item. Choose any combination of Exams, Eyeglasses, Contact Lenses, Other Materials, or Uncategorized.

• Item Type: Filter by system level item types associated with the sales.

• Item Name: Filter by the name of specific items (i.e. Hi-Index, Flexon 101 Tortoise, etc.).

• CPT Code: Filter exams by specific CPT codes.

• Payer Type: Filter by Patient payer or Carrier payer.

• Transaction Type: Filter the data in the details tab by specific transaction types. Available values change depending on what options are selected in the “Display by Amounts” setting.
  
  When viewing by Retail Value or Net Sales, available transaction types include:

  • Sale: represents completion of a new order and the creation of revenue.

  • Return: reverses one or more items from a prior order, reducing item counts and revenue.

  • Remake: records items from an original order that are being remade; typically generates an associated credit. Results in reduced item counts.

  • Void: cancels a sale transaction that should no longer be considered valid.

  • Adjustment: reflects post-invoice changes to an order balance, such as write-offs, corrections, or courtesy discounts.

  • Miscellaneous: captures financial activity not tied to a specific invoice or active order.

  • Old System Return: a return or credit issued against a transaction that originated in a legacy system prior to conversion to Eyefinity.

When viewing by Payments Received available transaction types are:

• Billing Credit Transfer: Credit moved from Billing to POS; treated as a refund.

• Carrier Payment: Insurance payments applied to claims.

• Misc. Payment: Miscellaneous payments made in POS. This only includes Misc. Payments with the following reason codes: Collection Payment, Insurance, Copay, NSF Check, and Old System Balance.
  Misc. Payments with reason code “Rejected Insurance Claim” are captured as a transaction type “Rejected Insurance Payment” and all other Misc. Payments are excluded from Net Collections as they generate a patient credit.

• Old System Payment: Patient payments made towards balances from a previously used practice management system.

• Payment: Patient payments received.

• Refund: POS-issued patient refunds; includes patient credits.

• Refund Customer Credit: Refund of a customer credit via POS.

• Rejected Insurance Payment: POS “Misc. Payment” with reason code “Rejected Insurance Claim”; includes line-item details from Billing.

• External Claim Adjustment: Deposits for External claims that are not applied to a specific claim, order, or location.

• Remake Order: Identifies the new replacement order created from a remake. This is different from the “Remake” transaction type, which records the return/adjustment of the original order. Remake orders generated from a remake should be excluded from order counts to avoid counting the same sale twice.

Additional Data Details

Key Rules & Clarifications

Data is updated nightly and limited to transactions from the last 24 months.

Payments, Returns, Refunds, and Remakes are attributed to the location, doctor, and staff member associated with the original order.

Related Reports to Compare with the Production Dashboard

Sales Revenue Dashboard

The Sale Revenue Dashboard differs slightly from the Production Dashboard. Use caution when comparing results.

Sales values will align at the overall practice level but may vary slightly when broken down by location, doctor, or staff.

In the Production Dashboard, returns and remakes are attributed to the location, doctor, and staff from the original order. In the Sales Revenue Dashboard, they are attributed to the location, doctor, and staff associated with the return or remake transaction.

To align sales data results, ensure the following configurations:

Production Dashboard

• Date Selector: set to Transaction Date

• Display Amounts By: set to Retail Value or Net Sales

• Location Filter: set to All

Sales Revenue Dashboard

• Location Filter: set to All

Sales By Provider & Staff Dashboard

The Sale By Provider & Staff Dashboard differs slightly from the Production Dashboard. Use caution when comparing results.

Sales values will align at the overall practice level but may vary slightly when broken down by location, doctor, or staff.

In the Production Dashboard, returns and remakes are attributed to the location, doctor, and staff from the original order. In the Sales By Provider & Staff Dashboard, they are attributed to the location, doctor, and staff associated with the return or remake transaction.

To align sales data results, ensure the following configurations:

Production Dashboard

• Date Selector: Set to Transaction Date

• Display Amounts By: Retail Value or Net Sales

• Location Filter: set to All

Sales By Provider & Staff Dashboard

• Location Filter: set to All

Net Collections Dashboard

The Payments Received values in the Production dashboard leverages the same data source as the Net Collections dashboard and will return equivalent results when compared properly.

To align results between dashboards, ensure the following selections are applied:

For the Production Dashboard

• Date Selector: Set to Transaction Date

• Display Amounts By: Payments Received

For the Net Collections dashboard

• Date Selector: Set to Transaction Date

• Views Setting: Set to Accounting View

This configuration ensures a consistent comparison of payments across both dashboards.

Monthly Production Summary Report

This report differs slightly from the Production Dashboard. Use caution when comparing results.

Sales Data

Retail, Net Sales, and Item Count align at the overall practice level but may vary slightly when broken down by location, doctor, or staff.

In the Production Dashboard, returns and remakes are attributed to the location, doctor, and staff from the original order. In the Monthly Production Summary Report, they are attributed to the location, doctor, and staff associated with the return or remake transaction.

To align sales results, ensure the following configurations:

Production Dashboard

• Date Selector: Set to Transaction Date

• Display Amounts By: Retail Value or Net Sales

• Location Filter: set to All

Monthly Production Summary Report

• Date Range: Both the dashboard and report should include data through the prior calendar day (yesterday).
  Note: Production Dashboard data refreshes nightly (~1:00 AM PST), while the Monthly Production Summary Report updates near real time.

• Location Filter: set to All

Payments Data

Payments data will differ slightly between the report and dashboard due to differing date logic.

• Production Dashboard uses Transaction Date

• Monthly Production Summary Report uses Deposit Date.

Monthly Production Report by Provider

This report differs slightly from the Production dashboard. Use caution when comparing.

Sales Data

Retail, Net Sales, and Item Count align at the overall practice level but may vary slightly when broken down by location, doctor, or staff.

In the Production Dashboard, returns and remakes are attributed to the location, doctor, and staff from the original order. In the Monthly Production Report by Provider, they are attributed to the location, doctor, and staff associated with the return or remake transaction.

To align sales results, ensure the following configurations:

Production Dashboard

• Date Selector: Set to Transaction Date

• Display Amounts By: Retail Value or Net Sales

Monthly Production Report by Provider

• Date Range: Both the dashboard and report should include data through the prior calendar day (yesterday).
  Note: Production Dashboard data refreshes nightly (~1:00 AM PST), while the Monthly Production Summary Report updates near real time.

Payments Data

For payments comparison, refer to the Net Collections dashboard help file for alignment instructions.