Carepatron · Customer research · May 24 — May 28, 2026 (4 days)

What reports do practitioners actually want?

We asked 4,957 admin users on provider workspaces what reporting they wished Carepatron had. 191 told us — including a fully-formed punch list from group practice owners, a competitive switch trigger from an ABA team, and a clear product direction: "tell me what's incomplete and needs my attention."

Survey ID · 019e4dfe-787e-0000-1904-b483e0721d64
Audience · is_provider_user=true · role=admin
Channel · In-app popover
Open survey in PostHog → Beta cohort (132 people) →
Unique respondents
191
of 4,957 shown · 3.8% unique-user response rate
Fully completed
161
84% of submissions finished all 3 questions
Want beta access
82%
132 yes · 29 no · 30 didn't answer
#1 ask in closed Q
42%
"Missed notes or unbilled appointments" — picked by 71 of 167 closed votes

01 The headline

If we built one thing, it'd be a single "what's outstanding in my practice right now?" view — sessions without notes, unsigned notes, missed invoices, claims to follow up on, treatment plans nearing expiry. This is the strongest signal in the survey, and it cuts cleanly across plan tier, region, and specialty.

Themes mentioned across all 191 responses

Each respondent is counted at most twice — once for their primary theme and once for a secondary theme if their answer cleanly spanned two clusters. Percentages are of all 191 respondents.

Outstanding Work Dashboard34 · 18%
Financial & Revenue Reporting31 · 16%
Specialty Clinical Reports32 · 17%
Appointment & Session Stats26 · 14%
Client Demographics & Export17 · 9%
Billing & Payments16 · 8%
Provider Payroll & Productivity10 · 5%
Client Retention & Engagement11 · 6%
Integrations (labs, fax, pharma)9 · 5%
Insurance Claims Operations3 · 2%
Audit & Compliance Logs5 · 3%
Product Bug / Reliability (not a report)7 · 4%
Other Feature Asks (not a report)38 · 20%

Q2 — Which of these would be most useful?

Multi-choice with an open "Other" option. 24 respondents stopped before this question.

Q3 — Want early access and a say in what we build?

Of the 161 respondents who answered, 82% opted into a private beta cohort. That's an unusually high signal.

02 Two answers that summarise the whole survey

These two free-text responses, in particular, capture nearly every theme the survey surfaced.

The whole survey in one answer"I wish Carepatron had reports for clients, appointments, and finances. For clients: reports showing location, status, age group, gender, language, referral source, general case / service category, and number of sessions. For appointments: reports showing completed, cancelled, rescheduled, no-show, pending, approved, and declined bookings, plus booking volume by provider, service, and date range. For finances: reports showing paid, unpaid, refunded, and partially paid appointments, revenue by service / provider / date, payment methods, outstanding balances, and top-paying clients or organizations."
From a compliance-bound NZ practitioner"I would like an easy way to report on my client contact hours which is a requirement of my professional registration. Right now it's not clean and easy to do. I would like to be able to report on every appointment type. I'd like to be able to run a quick and simple financial report. I'd like to be able to easily report of fields like 'how did you find us' so I can understand my most effective marketing channels."

03 Who responded

The respondent pool skews heavily toward US-based admins on the Advanced plan whose storage is already maxed out — heavy, paying users who are running into the limits of the current reporting tools.

Plan tier

123 of 191 are on Advanced (64%). Power users.

Advanced123 · 64%
Plus35 · 18%
Essential6 · 3%
Free12 · 6%
Trial2 · 1%
Unknown13 · 7%

Region (locale-inferred)

GeoIP not reliable on this dataset — derived from locale.

United States142 · 74%
UK / Intl19 · 10%
Unknown13 · 7%
New Zealand6 · 3%
Canada5 · 3%
Other English2 · 1%
India1 · 1%
Singapore1 · 1%
Greece1 · 1%
Australia1 · 1%

Storage usage

A 83% "exceeded storage" rate is high — these are mature, active customers.

Exceeded158 · 83%
Under 50%16 · 8%
Over 50%1 · 1%
No data16 · 8%
Selection bias to bear in mind. 90.9% of users who saw the popover dismissed it. Respondents are self-selected — they took 2–10 minutes to answer in-app, often writing 100+ word essays. This is the "vocal middle" of paying admins, not a representative sample. Use these themes as prioritization signal, not market sizing.

04 Themes deep-dive

Every response was coded into a primary theme (and a secondary one when the answer cleanly spanned two). Themes are ordered by primary-mention volume. Each card includes a representative verbatim.

Outstanding Work Dashboard

Sessions without notes, unsigned/unlocked notes, missing invoices, unpaid claims, expiring tx plans, unsigned consents.

29primary mentions
34all mentions (incl. secondary)
Six-item operational checklist"1. How many new clients have scheduled in a given time period. 2. Which clients have not had an appt in a given time period. 3. How many intake documents are still pending for prospective clients. 4. Whether or not a client has opened an intake email or logged in to the client portal. 5. Whether or not a client was sent a reminder email/text. 6. How many…"
Naming competitors"I 100% need a way to sign a progress note to show that it is finished/checked. And then I need a list of all sessions that do not have signed/locked notes. Owl Practice and Practice Picnic both have great examples. I also need a list of un-paid for sessions all in a single list."
The classic five-list dashboard"Notes that need to be completed/submitted. Clients who still have outstanding consent forms to sign. Clients with outstanding balances. Clients with no upcoming appointments. Clients with no treatment plan / expired / expiring treatment plans."
Make it a daily routine"Daily checklist of invoices / claims / notes that need to get done."

Financial & Revenue Reporting

Monthly / yearly income, revenue trends, expenses, top earners, tax-ready summaries.

25primary mentions
31all mentions (incl. secondary)
The CPA-ready bundle"Income within specified time frames. Unpaid insurance claims. Unpaid invoices. Monthly summary of all charges. Financial summary for each patient."
Break it down by payer"Monthly income reports that break down private pay, co-pays, insurance payments, outstanding charges."
Trust the existing screen"I wish the billing section overview of income worked properly to show how much I earned this year."
Diagnostic-grade metrics"Highest earning months, average hourly revenue (total monthly income / # of sessions)."

Specialty Clinical Reports

Region- and discipline-specific templates: NZ ACC, MHCP, EMDR, ABA, REEL-4, DMAS, scored screeners (PHQ-9, GAD-7, PCL-5, DASS-21).

25primary mentions
32all mentions (incl. secondary)
Scored screeners with copy/paste blurb"I would love to see scored measure reports for PCL-5, GAD-7, PHQ-9, DASS-21 that have a copy / paste section to help summarize the findings for copy/paste into notes."
ABA goal graphs — a competitive switch trigger"An ABA treatment plan that creates all goal graphs (could be hundreds) from the data entered, including the original baseline. These reports are required to be submitted to insurers every six months. Rethink automates this. If CarePatron can automate it, we will move our full team's data collection to CarePatron from Rethink (rather than just the billing…"
NZ market — ACC suite"A bunch of the New Zealand ACC reports (wellbeing plan, care plan, etc.), ORS/SRS plans as well."
EMDR + Spanish forms"EMDR standard protocol session report, EMDR Assyst-R session report, EMDR PRECI report. Summary of a period of DAP Reports. Templates in Spanish, very needed: intake forms in Spanish."
State-specific compliance forms"DMAS Forms for LTSS / Virginia."

Appointment & Session Stats

Sessions per week/month, cancellations vs no-shows, status changes, booking funnel, contact hours.

21primary mentions
26all mentions (incl. secondary)
Practice-ops KPI bundle"End of month calculation breakdown of number of sessions for each clinician for payroll. Churn rate (less than 4 sessions). Retention rate (more than 8 sessions). Cancellation rate (from clients and clinician initiated)."
Greek practice owner asking for a dashboard"KPIs for cancellations / no-shows, income, dashboard with graphics and statistics, comparisons among months, top clients, occupancy based on the highest amount of sessions someone can have per week or month. Median sessions per client etc."
Show / no-show / length of treatment"Average show / no-show rate for the practice, referral source tracking, average length of treatment for clients across the practice."

Client Demographics & Export

Demographics, tag-filtered client lists, custom field reporting, CSV/Excel/PDF export, batch chart printouts.

12primary mentions
17all mentions (incl. secondary)
The 'custom fields + CSV export' ask, in full"1. List of sessions per client by specified date range. 2. List of sessions by specified service type(s) by specified date range. 3. Be able to report on custom fields. For example, how many of my clients have given permission for AI Notes taking in their sessions (yes/no field). 4. Be able to export report data to CSV files. 5. Be able to report on all…"
Equity & demographic reporting"Client report of all sessions in a summary when requested to send to other services e.g. Doctor. Report of ethnicity. Report of age and female/male."
Filter by tag + active/inactive + export to PDF"1. List of patients, with date, active/inactive, and tag filters. 2. Export a list of outpatient appts with the attendance status. 3. All patient notes, filtered by team member/team. 4. Export the entire patient record, including any documents uploaded, to PDF."

Billing & Payments

Outstanding balances, paid/pending/copay status, partial payments, superbills, batch billing, balance pay-down.

8primary mentions
16all mentions (incl. secondary)
Superbill / DOS search frustration"I can't print off a superbill in an easy way. I need to put dates for unpaid or paid invoices and print them in an invoice format. You're system will not let me mine that data in a way that gives me the ability to save time. The superbill option is requiring information I don't have because I don't operate my business the way you assume I am. Let me choose…"
Batch billing pain (all-caps)"I'd LIKE TO SEND CLIENTS A BILL FOR MULTIPLE APPOINTMENTS WITHOUT IT BEING CUMBERSOME TO ACCOMPLISH. ALSO, WOULD LIKE TO SEARCH 'DATE OF SERVICE' IN THE BILLING SECTION."

Provider Payroll & Productivity

Revenue per clinician, % payouts, productivity, supervision hours.

5primary mentions
10all mentions (incl. secondary)
Group-practice owner with a fully-formed wish list"Referral source conversion / profit. Appointments with notes signed / final saved by clinician (to pay only when notes have been fully completed). Profit by employee report. Supervision hours tracking. Clinician productivity report. Transcripts that need to be deleted."
Per-provider revenue + service mix"Provider-specific reports for total appointments per a specific time period, which type of service they provided, how much revenue each provider brought in."

Client Retention & Engagement

Who hasn't been back, last contact date, churn / retention, return rate.

5primary mentions
11all mentions (incl. secondary)
Frustration with current client reporting"I wish it gave better client data. Like, who hasn't been seen in 90 days? Basically, a visit report. Carepatron doesn't provide much client reporting."
The single-line version"Clients I haven't seen for X number of months."

Integrations (labs, fax, pharma)

Bi-directional lab integrations, fax, prescription/pharmacy, EMR/PMR, accounting (Henry, Xero), HSA.

8primary mentions
9all mentions (incl. secondary)
Competitive urgency, in their own words"1. Bi-Directional Lab integration (as quickly as possible to be competitive). 2. Fax integration. 3. Ability to minimize / condense note sizes. 4. Better Overall Organization."
Prescriber-specific lab ordering"Having the ability to create lab orders is important for prescribers in mental health. This would help us manage certain medication levels like Lithium and other organ functions like kidneys and liver."
Accounting (NZ Hnry)"I wish it would connect with Hnry so I wasn't spending so much time reconciling accounts."

Insurance Claims Operations

Unfiled and unpaid claim lists with patient/payer/DOB/claim number for follow-up calls.

2primary mentions
3all mentions (incl. secondary)
Phone-call-ready master claims list"A master list of claims that are not showing 'paid' by names of patients, show DOBs of patients, member IDs, dates of service and the health insurance company's claim number, so that I can call the health company and review the multiple claims by patients over the phone at one time. Currently I have to have multiple screens of Carepatron open."

Audit & Compliance Logs

EHR activity log, supervisor signature workflow, HIPAA login tracking.

2primary mentions
5all mentions (incl. secondary)
Audit log for practice owners"I wish Carepatron had a log of everything done in the EHR for the practice owners. For example, this clinician added this, the admin deleted this appointment, this clinician changed this session from confirmed to cancelled, etc."
Supervisor signature workflow"I supervise associate-level therapists; it would be very helpful to have a signature process that lets me type my name instead of signing by hand every time. Also, I would like to get their notes sent directly to my inbox when it is time for them to be signed."

Product Bug / Reliability (not a report)

Note text disappearing, app slow, group notes glitching, telehealth links broken.

5primary mentions
7all mentions (incl. secondary)
Note input — broken for this user"I just wish I could type in a standard note without it disappearing. I can't use the notes anymore. They used to work. Not anymore."
Specific reproducer"In Note-taking — notes erase whenever I hit return."

Other Feature Asks (not a report)

Workflow / product asks that landed in the survey: dictation, group email, partial payments, set signatures, color-coded calendar.

35primary mentions
38all mentions (incl. secondary)

05 The Q2 "Other" answers — what they wrote in

35 respondents picked the open "Other" option for Q2. These often double-down on their Q1 ask, but the language is revealing. Top recurring phrasings:

  1. 1× "A BATCH OF UNPAID VISITS"
  2. 1× "A separate list of non-paid visits (uncollected)"
  3. 1× "A way to connect with customer service. I know Mindbody has a great customer service, training."
  4. 1× "Ability to send preset follow up notes to clients to hear how they are doing."
  5. 1× "Alerts for missing notes, Session status automatically changing to attended"
  6. 1× "All these"
  7. 1× "Credentialing and billing"
  8. 1× "Email templates"
  9. 1× "For the schedule to allow/show booked ABA appointments, which are sometimes 3 to 4 or even 8 hours long. Right now, we have a workaround but allowing us to book the time period…"
  10. 1× "Gestion des notes cliniques"
  11. 1× "It would be helpful if i could accept HSA cards and save them thru the payment collection"
  12. 1× "Keeping track of income for tax reporting"
  13. 1× "Kk"
  14. 1× "Not applicable to me"
  15. 1× "Report on who I contacted/seen and when"
  16. 1× "See previous right up"
  17. 1× "Taking verbal notes and have them put into different s"
  18. 1× "Templates in spanish, very needed: intake forms in Spanish."

06 Theme × Plan cross-tab

The "outstanding work" and "financial" asks come predominantly from Advanced and Plus customers — the segment we most want to retain. Specialty templates skew the same way. Free / Trial users mostly drove the off-topic / bug responses.

Primary themeAdvancedPlusEssentialFreeTrial
Outstanding Work Dashboard16812—
Financial & Revenue Reporting174—1—
Specialty Clinical Reports173——1
Appointment & Session Stats137—1—
Client Demographics & Export101—1—
Billing & Payments71———

07 Regional & specialty opportunities

Some asks are unmistakably regional. Worth deciding whether to ship a true "templates marketplace" rather than building each one in-platform.

  • New Zealand (6 respondents): NZ ACC reports + Hnry accounting integration
  • UK / Intl (19 respondents): Cluster of UK / EU practitioners — assess if MHCP / NHS templates apply
  • Canada (5 respondents): Owl Practice and Hnry both named as comparators — Canadian retention concern
  • Mental health (US): PHQ-9 / GAD-7 / PCL-5 / DASS-21 auto-scoring + longitudinal tracking — 7+ explicit asks across multiple US states.
  • ABA / behavioural (US, Plus and Advanced): goal-graph automation. Named competitor (Rethink) — see hero quote in Theme 03.
  • Speech-language pathology: REEL-4 specifically named twice, plus general "more SLP reports" asks.
  • EMDR: protocol-specific session reports + DAP summary across a span of sessions.

08 Beta cohort breakdown

132 respondents opted into the beta. Group them by what they're asking for so engineering can recruit a focused panel per workstream.

ThemeBeta opt-insSample practice domains
Outstanding Work Dashboard25counselingsecure.com, essentialstridescounseling.com, mytherapeuticconcepts.com, klaartaka.com, att.net, koirisingcounseling.com…
Financial & Revenue Reporting18brainhealtherapy.com, gmail.com, wanafs.com, insightmsk.co.uk, gmail.com, evaponder.com…
Specialty Clinical Reports15gmail.com, opcounselling.co.nz, gmail.com, gmail.com, embercounselingsc.org, gmail.com…
Appointment & Session Stats18thebeachhaven.com.au, imhmidwest.com, stackedassessments.com, crowconsultingservices.com, graceunlimited.co.za, mapmymouth.com…
Client Demographics & Export9therapylabnc.com, riseandshinespeechtherapy.com, gmail.com, gmail.com, mkgenetix.com, gmail.com…
Billing & Payments6gmail.com, gmail.com, sbcglobal.net, gmail.com, fabiansjourney.com, gmail.com
Provider Payroll & Productivity4ariserenewedcounseling.com, sofia.com.sg, actualizepsychotherapy.com, flourishft.com
Client Retention & Engagement4gmail.com, privaterelay.appleid.com, pathwaytoinnerhealing.com, gmail.com
Integrations (labs, fax, pharma)6aspire-well.com, gmail.com, gmail.com, gmail.com, iconmedicine.com, gmail.com
Insurance Claims Operations2gmail.com, aliviopsych.com
Audit & Compliance Logs2gmail.com, —

09 Recommendations

Ordered roughly by ROI — volume of mentions × strength of competitive signal × ease of build.

1

Ship an "Outstanding Work" dashboard as the headline reporting feature

The single most-requested thing is a list of what's incomplete and needs my attention: sessions without notes, unsigned / unlocked notes, sessions without invoices, claims without status, clients without consent / treatment plan / card on file. This pattern shows up in 34 of 191 responses (18%) and is the #1 Q2 pick (71 of 167 closed answers, 42%). The closest competitor explicitly named is Owl Practice and Practice Picnic.

34 responses71 of 167 Q2 votes (42%)Cross-cuts all plans & regions
2

Financial reporting that's actually trustable

31 mentions. Income by month / year / YTD, breakdown by payer (private vs co-pay vs insurance), revenue by service or provider, expenses. Multiple respondents specifically said the existing in-app income view doesn't work properly — start by fixing the existing screen before adding new dashboards.

31 responsesSpecific complaint: existing billing screen is broken
3

Custom-filtered client lists with CSV / PDF export

17 mentions. Filter by tag, date range, custom fields, status, demographic. Export to CSV / Excel / PDF including the notes themselves. Today, several users are exporting to Excel and finding the data unworkable for their use case. This is the "long-tail report builder" — it covers a huge surface area with one feature.

17 responsesFrees up the roadmap from building every report by hand
4

Productize the scored screeners (PHQ-9, GAD-7, PCL-5, DASS-21)

Auto-scoring, longitudinal view per patient, copy-paste blurb for clinician notes. Mentioned 7+ times across mental health practices. Cheap to build, very visible win.

7+ explicit requestsHigh-perceived value, narrow scope
5

Regional / specialty templates as a discoverable library

NZ ACC (≥3 mentions), MHCP, EMDR protocols, ABA goal graphs, DMAS / LTSS Virginia, REEL-4 (SLP). The ABA respondent explicitly said they'd move full data collection from Rethink to Carepatron if ABA goal graphs are automated — that's a switch trigger worth profiling.

25 primary mentions1 explicit competitor-switch trigger (ABA / Rethink)
6

Provider payroll & supervision workflow

"Pay only when notes are signed" is a real workflow ask — pay-period reports gated on note completion, supervision hours, supervisor signature inbox. Smaller in volume (10 mentions) but high revenue impact (group practices on Advanced).

10 responsesGroup-practice owners on Advanced plan
7

Adjacent bets to file for later

Lab integration (bi-directional, named competitive urgency), fax, Hnry / Xero accounting, audit log for practice owners, partial payments, dictation, group email. None of these are reports — they're product asks the audience routed into a reporting survey because reporting is the closest place they look.

~43 mentions across non-reporting asksUseful product signal, not survey scope

10 What surprised me

A few signals worth highlighting that didn't fit cleanly into the theme buckets above.

  • The 90.9% dismissal rate is high. Survey was launched on May 24 and ran 4 days through a busy holiday weekend (US Memorial Day on May 25) — likely depressed response rate. Worth re-running on a different week to validate themes.
  • 5 respondents reported product bugs instead of reporting asks. Two specifically describe notes disappearing on Enter — that's a P0-class bug masquerading as feedback.
  • The $1 offer cohort doesn't visibly distort responses. Free-plan respondents (12) tend to be off-topic or first-time users; Trial respondents (2) gave non-actionable answers. The signal is dominated by paying Advanced / Plus practitioners.
  • Several practitioners explicitly cited SimplePractice, Owl Practice, Practice Picnic, Mindbody, Rethink, Hnry as products doing reporting better. That's a useful competitive-research shortlist.
  • The "audit log for practice owners" ask (Theme 11) is small in volume but specifically the kind of thing larger group practices won't tolerate missing in their EHR — worth pricing into the Advanced tier as a differentiator.
  • 13 respondents have no associated person record (PostHog identity gap). Their submissions came through but couldn't be enriched with plan / region. Worth a separate look at PostHog identification on the popover.