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OutSmart Guide

Reporting Overview

OutSmart has three families of reports — Patient Reports for finding lists of patients that match criteria, Financial Reports for sales, payments, taxes, purchases, and inventory, and Charting Reports for what you’ve recommended or administered in your SOAP charts. The first two share the same configuration pattern: pick the report category, pick the dispensary, pick the specific report, then set the filters. Charting Reports skip the dispensary step and are visible only to practitioners.

Opening the Reports Page

Reports live in the Main Navigation Menu under Reports.

Once the page opens, you make three choices in order:

  1. Report category — Patient Reports or Financial Reports.
  2. Dispensary — which dispensary the report runs against.
  3. Specific report — the report type within that category.

The filter options for the chosen report appear once all three are picked.

Patient, Financial, and Charting Reports

Use Patient Reports when you want a list of patients that match certain criteria — appointment history, demographics, billing activity, charting history.

Use Financial Reports when you want totals — sales, payments, taxes, inventory levels, purchase orders.

Use Charting Reports when you want a list of what you’ve recommended or administered in your charts — products, prescriptions, blends, or injections — over a date range. See Charting Reports for the four reports in that category. Charting Reports show only your own chart data and don’t ask for a dispensary; they appear only on practitioner accounts.

Choosing and Reordering Columns

Every report has a configurable column set. Some reports offer dozens of columns to choose from.

  • Reorder columns — drag and drop within the columns area.
  • Remove a column — click the × next to the column name.
  • Add a column — click in the empty space to the right of the last column. A list of available columns opens; pick one to add it.

The column choice is part of the saved report — see the next section.

Saving a Custom Report

Once a report’s filters and columns are set the way you want, save it for reuse:

  1. Type a name in the New Report Name field.
  2. Click Save As.

To run a saved report again, choose it from the Load Saved Report dropdown at the top left of the report filter options.

Saved reports remember both the filters and the column layout. Loading a saved report re-applies both.

Updating or Deleting a Saved Report

  1. Choose the report from the Load Saved Report dropdown.
  2. To update it, change the filters or columns and click Update.
  3. To delete it, click Delete.

Downloading and Printing

After a report runs:

  • Download as CSV — click the CSV button at the top of the page. The file opens in any spreadsheet program.
  • Print — click the Print button at the top of the page.

Who Can Run Which Reports

Access to Financial Reports depends on the role of the logged-in user and what permissions they hold on the dispensary. The rules below apply to Financial Reports only; Patient Reports follow the existing patient-list privacy rules.

RoleWhat they can run
Dispensary owner (the user who created the dispensary, or the owner of the office the dispensary belongs to)All Financial Reports for that dispensary
Office admin with permission on the dispensaryAll Financial Reports for that dispensary
Practitioner with Full Patient Report Access on the dispensary’s officeSales, Payment, and Tax reports across the dispensary, plus the full Client Filter list. The Full Patient Report Access permission is granted by the office owner or admin staff from the clinic-members area.
Invited practitioner at a clinic dispensarySales, Payment, and Tax reports — limited to invoices where they are the named affiliate. They cannot run Purchase Order or Inventory reports.
Practitioner subscribed to an online dispensarySales, Payment, and Tax reports — limited to invoices where they are the named affiliate
Admin subscribed to an online dispensarySales, Payment, and Tax reports — limited to invoices for the office they are currently logged into

How this shapes the filter options

  • The Client Filter shows different patient lists by role. Owners, office admins, and practitioners with Full Patient Report Access see every patient who appears on any invoice in the dispensary. Invited practitioners see only the patients who appear on invoices where they are the affiliate. The Client Filter is not a full patient list — it only shows patients who have invoices. The dropdown starts searching after you’ve typed two characters; if a patient’s stored customer name diverges from their current patient record, the dropdown shows both (the customer name first, the patient name in italics in brackets) so you can tell at a glance.
  • The Staff Filter appears for owners and office admins but not for invited practitioners on an online dispensary — those practitioners can only see their own data, so there is no choice to make.

Troubleshooting

Why doesn’t my Payment Report match my Sales Report?

These two reports measure different things and rarely match exactly.

  • A Sales Report (Category Sales, Product Sales, Invoice Report, Customer Sales, and similar) totals the amount you billed patients in the time range. Sales are based on the invoice total.
  • A Payment Report totals the amount you received in the time range, regardless of when the invoice was raised.

Example: you bill a patient $100 today, and they pay you tomorrow. Today’s Sales Report shows $100 of sales; today’s Payment Report shows $0 in payments. Tomorrow’s Sales Report shows $0; tomorrow’s Payment Report shows $100.

The two reports answer different questions — “How much did I bill?” versus “How much did I receive?” — so they’re not directly comparable.