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Using Messaging Analytics
Ensure customer messages are being answered by using analytics to understand when messages are most likely to be received, what type of messages are being sent, and how many patients or non-patients are messaging your office.
You must have the user role of Super Admin to access this feature. See your role.
Overview
To access phone analytics:
- Sign into the Weave Portal
- Select
Analytics from the left navigation menu
- Click Messaging
- Use the buttons in the top right corner to choose either the Table or Charts view
Each view contains different information:
Here you can see the following information for each call to your office:
- Location: Name of the location
- Sender Number: Number of the sender. It can be both office or contact
- Receiver Number: Name of the receiver. It can be both office or contact
- SMS Type: Direction of the message. Incoming vs Outgoing
- Message Category: Category of the message sent or received. Incoming messages have are marked as “NA”
- Source Type: Phone numbers present in your management system are marked as “Current Patient.” Others are “Unknown”
- Sender Name: Name of the sender. It can be either office or contact depending upon the direction of the message
- Receiver Name: Name of the receiver. It can be either office or contact depending upon the direction of the message
- Patient Name: Name of the patient stored in your management system
- Status: Current status of the message. (This can change over time)
- Status Details: Error status or reason when a message fails
- Content Type: Tells whether the message is SMS or MMS
- Message Created By: Weave user who created the message in the office
- Date/Time: Date and time when the message was created. (The location's local time zone)
- Message Details: Exact message which was sent or received. Hover over to view the entire message
The Charts tab shows:
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Total Message Count: Incoming vs Outgoing
- Total incoming and outgoing messages. It includes both manual and automated messages
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Message Categories
- Number of messages for each category or type, both incoming and outgoing
- Bulk messages are included in the Marketing category
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Message Content: SMS vs MMS
- Number of SMS or MMS sent or received
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Contact Type: Patient vs Unknown
- Number of messages sent or received with patients in your management system
Using Filters
At the top of each view, you can use the following dropdown filters to narrow the phone data:
- Location
- Time period: yesterday, last 7 days, or last 14 days
- Specific time period: choose a start and end date
Download CSV Report
Keep your messaging analytics by downloading a CSV of the data with the filters you’ve applied.
- Choose Table View
- Click on the
Download icon in the top right corner of the page
- Find the document in your downloaded files
- Choose Charts View
- Click on the
Download icon in the top right corner of the page
- Find the document in your downloaded files
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Using Phone Analytics
Make sure your phone calls are being answered by using analytics to understand when calls are most likely to be missed, what locations tend to miss more calls, and how much time your team members are spending on the phone.
You must have the user role of Super Admin to access this feature. See your role.
Overview
To access phone analytics:
- Sign into the Weave Portal
- Select
Analytics from the left navigation menu, then Phone
- Use the buttons in the top right corner to choose either the Table or Charts view
Each view contains different information:
Here you can see the following information for each call to your office:
- Location Name
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Contact Type: Offers information about the call and appointment history with the calling number. They will be labeled with the following categories:
- New Caller: No previous call or appointment history exists with this phone number
- Repeated Caller: More than one call, but no appointment exists with this phone number
- Existing Patient: A previous appointment, but no future appointments exists with this phone number
- Retained Patient: The phone number is associated with both a past and future appointment
- New Patient: The phone number is associated with only a future appointment
- Patient Name
- Source type: Identifies the caller as a "Current Patient" or "Unknown" in the management system
- Calling number: phone number of the calling party
- Called number: phone number of the called party
- Call Recording (if available)
- Office User: the user at the location who picked up or dialed the number. The office needs to link their desk phone through the Weave Desktop App sign-in page
- Call Type: Whether the call is outgoing or incoming
- Date & time of the call: When the call was initiated in the local timezone of the location
- Patient ID: The value from the location's management software. Weave may attach a prefix to the ID (ex. 1_19260)
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Result: whether an incoming call was:
- Answered
- Missed (Incoming call went to voicemail during office hours)
- Missed-Closed Hours (after the office hours set in Weave, including lunch breaks)
- Abandoned (incoming call was disconnected by the caller before being picked up or going to voicemail)
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Action: last action that was taken in the call. This can include:
- Answered (inbound & outbound calls)
- Abandoned (incoming call was disconnected by the caller before being picked up or going to voicemail)
- Forwarded
- Voicemail (Result will show missed call)
- Blank field (If outbound call was abandoned)
- Duration: total time of the call including ring duration in seconds
- Call ID number: unique identifier of a call record
The bar charts in the Charts tab show:
Call Analytics- Call Answer Rate: Percentage of total incoming calls answered
- Total Call Volume: Total number of incoming and outgoing calls
- Incoming Call Breakdown: Shows the end result of incoming calls (ex. answered, voicemail, etc.)
- Hourly Insights: The hour-wise spread of call volume during the day. Data is grouped as per the local time at the location when the call occurred
Durations Analytics- Total Call Duration: Total duration of incoming and outgoing calls
- Patient vs. Unknown: Total duration office spent talking to patients vs. unknown phone numbers
- Average Call Duration - Incoming vs. Outgoing: Average duration of the incoming vs. outgoing calls
- Average Call Duration - Incoming: Average time on answered, missed, or abandoned calls
- Long Duration Calls: Number of calls with duration greater than 10 minutes
Using Filters
At the top of each view, you can use the following dropdown filters to narrow the phone data:
- Location
- Time period: yesterday, last 7 days, or last 14 days
- Specific time period: choose a start and end date
Download Report
Keep your phone analytics to share by downloading a CSV or PDF of the data with the filters you’ve applied.
Note: The timezone of the CSV or PDF data will be Greenwich Mean Time when downloaded to your computer.
- Choose Table View
- Click on the
Download icon in the top right corner of the page
- Find the document in your downloaded files
- Choose Charts View
- Click on the
Download icon in the top right corner of the page
- Find the document in your downloaded files
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Recall Analytics
If you are taking advantage of Weave’s Automated Recall Reminders, you also have access to Recall Analytics, which allows you to identify how patients have responded to your recall reminder or identify outdated contact information.
The availability of this feature is dependent on your Weave bundle. Schedule a time with a Weave representative to learn more.
To find Recall Analytics in the desktop app:
- Click
Analytics on the home page
- Select Auto Recall
Within the report, you can see:
- Not Scheduled: Patients who received the message but did not schedule an appointment
- Not Received: Patients who did not receive the message because the contact information was outdated
- Scheduled: Patients who scheduled an appointment after receiving the message
Click on one of the numbered circle graphs to see a list view of the data. Each list shows the name of the patient, the type of message that was sent (email or text), and the date the patient was last contacted.
Click the date at the top of the Not Scheduled, Not Received, or Scheduled pages to change the date range you are seeing.
Tip: In order to use Recall Analytics, Set Up Recall Reminders.
Note: If you are using Weave Unify for multi-location offices, you can filter your analytics results by location by logging into the parent account.
- Click
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Using Practice Analytics
Practice analytics gives you real-time actionable data built into your communication platform to help drive practice growth, team performance, and daily production.
This is only available for Dentrix and OpenDental customers. Schedule a time with a Weave representative to learn more.
You may be eligible for a free trial of Practice Analytics. To get started, click Subscriptions in the left navigation menu of the Weave Portal. Once there, select the Practice Analytics card to learn more.
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Understand the health of your practice
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Identify patients slipping through the cracks
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Increase practice production and revenue
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Provide actionable data to team members
Practice analytics overview
Open Practice Analytics
Desktop App
- Click the
Analytics icon
- Select Practice Analytics
Weave Portal
- Select
Analytics from the left navigation menu
- Click Overview
Filter date range
- Click the
Calendar icon in the upper right corner
- You have the option of viewing the analytics for yesterday, the last 7 days, the last 30 days, or a specific month
The first two charts within Practice Analytics (Active Patients and Active Patients Scheduled) are not affected by the filters.
See your data
Click into any report to see more information about your practice:
- Active Patients: See demographics of all patients, such as age, gender, and insurance. Click on the bar representing the data in each graph to get a list of patients.
- Active Patients Scheduled: See how many patients are overdue and how long they’ve been overdue for. Click on the data for each section to get a list of patients.
- Recaptured: See a trend of recaptured patients month-to-month
- New Patients: See a list of new patients that have not scheduled another appointment. Click the tabs at the top of the list to divide them into the types of appointments they are scheduling
- Hygiene Reappointment: See a list of patients. Click the tabs at the top of the list to see patients that were rescheduled on the same day, or not scheduled for another appointment.
- Restorative Treatment Plan: A list of patients with restorative treatment plans. Use the tabs above the list to see Patients Diagnosed and Unscheduled Patients.
- Hygiene Treatment Plan: A list of patients with hygiene treatment plans. Use the tabs above the list to see Patients Diagnosed and Unscheduled Patients.
- Cancellations: A list of all patients who have canceled appointments. Use the tabs at the top to see Restorative, Hygiene, or All patients.
Tip: Any patient with a red line next to their name does not have a future appointment. Click the
download icon in the top right corner of the list view to download a CSV file of the data. If you want more information about each graph, click the
Information icon within each tile to see a description of what each chart captures.
View trends
Trends allow your office to take a deeper dive into each analytic individually. Click the trend icon in the desired analytic to see the number of patients or production from when you started using Weave's practice analytics until now.
Tip: See Practice Analytics Definitions for a break down of each section of practice analytics and what the terms mean.
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Practice Analytics Definitions
There is a lot of information available to you in Weave Practice Analytics, so let's break down what each section is and how it is defined.
Learn how to use Practice Analytics
The availability of this feature is dependent on your Weave bundle. Schedule a time with a Weave representative to learn more.
Active Patients
Patients are defined as Active Patients when they:
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Are marked Active in your practice management software
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Have completed an appointment in the last 18 months
Note: Active Patients will increase as you bring new patients into your practice or as you reschedule and see patients that haven’t been in the office in the last 18 months. Active patients will decrease as you mark patients as “Inactive, Archived, Deceased, etc” in you practice management software or if patients fall into the category of not being seen in 18 months.
Active Patients Scheduled
Active Patients Scheduled is the percentage of your Active Patients that have a future appointment scheduled.
- Benchmark percentages are based on other Weave offices.
- Offices attaining 85%+ scheduled percentage will see faster practice growth and less patient attrition.
Tip: The appointment type or procedure code that is attached the appointment will not impact your scheduled percentage.
Here's how to increase your Scheduled Percentage:
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Turn Recall Reminders and Appointment Reminders on in Weave
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Schedule all patients before they leave the office
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Find unscheduled patients in New Patients, Hygiene Reappointment, Restorative Treatment Plan, Hygiene Treatment Plans, and Cancelations in each metrics drill-downs (see visual below)
Recaptured
There are three important terms in this section:
- Recaptured - patients not seen today but rescheduled by phone, text, or email through the efforts of your front desk and Weave
- Recaptured Production - Production dollars scheduled based on procedure codes that were attached to the future appointment and your fee schedule, this is not an estimate
- Lead Time - How far out your front office is scheduling patients (The average time between when each patient was scheduled and their appointment date)
New Patients
There are three important terms in this section:- New Patients - patients that have not received any prior services from your office. A person is considered a new patient after their first appointment has been completed.
- Completed Production - production that was completed from new patients first appointment.
- New Patients Unschedule - Number of your new patients that have not rescheduled a future appointment.
Hygiene Reappointment
The hygiene reappointment percentage is the patients seen in hygiene during the period and scheduled their next hygiene appointment that same day. Benchmark percentages are based on other Weave offices.
Hygiene Patients Seen - appointments with the following procedure attached:
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- D1110 - Adult Prophy
- D1120 - Child Prophy
- D4341 - SRP 4+Teeth
- D4342-SRP 1-3 Teeth
- D4910 - Perio Maintenance
Not Yet Rescheduled - Patients seen in hygiene and have not yet scheduled their next hygiene appointment.
Note: We classify hygiene appointments based on the ADA procedure codes attached on the appointments. If your office is not attaching procedure codes to the future appointment, we will not be able to say if that patient was rescheduled specifically for a hygiene appointment and it may show up as 0%. Be sure to attach those procedure codes!
Restorative and Hygiene Treatment Plan
Restorative Treatment Plan Hygiene Treatment Plan This section looks at patients diagnosed and ADA procedure codes that do not include:
- Diagnostic Procedures
- Preventative Procedures
- Non-Clinical Procedures
- Periodontal Procedures
This section is focused on patients diagnosed with hygiene ADA procedure codes including:
- Fluoride
- Sealants
- Whitening
- Scaling and root planing
- Scaling and debridement
- Gingival irrigation
In both these sections, the following 5 definitions are important to consider:
1. Patients Diagnosed % - The number of patients diagnosed with restorative treatment during an exam divided by the number of patients who completed an exam in the same period
2. Patients Diagnosed - The number of patients diagnosed with restorative treatment in the period
3. Patients Accepted % - The number of patients that accepted (scheduled or completed) restorative treatment divided by the number of patients diagnosed in the designated period
Tip: If a patient was diagnosed with multiple procedures and scheduled/completed at least one of those procedures, the patient would count as an accepted patient.
4. Patients Accepted - The number of patients that accepted (scheduled or completed) restorative treatment in the period
5. Unscheduled Treatment - the total of all unscheduled restorative procedures from diagnosed patients in the period
Cancellations
Ensure that you are following your Practice Management Software’s guide to cancelling appointments. Benchmark percentages are based on other Weave offices.
There are 3 key definitions for Cancellations:
1. Cancelled Patients - Patients that cancel or do not show up to the appointment
2. Remaining Unscheduled - The patients that have not yet rescheduled their appointment
3. Unscheduled Opportunity - The production dollars available from patients that have not rescheduled
Tip: This amount is calculated based on the procedure codes attached to the appointment and your fee schedule when the appointment was broken. This is not an estimate.
When an appointment is cancelled and you break the appointment, Weave logs the procedure codes that were on the broken appointment. A patients appointment is considered rescheduled when at least one of the procedure codes on the broken appointment is rescheduled in the future.
Cancellations and Open Dental
Note: If your office is using Open Dental it is critical that you are following Open Dental's process for cancelling an appointment.
Ensure your office is breaking the Appointment and not deleting the appointment when a patient cancels. Cancellations in Weave are based on the ADA procedure codes being attached to the cancelled appointment (D9986-Missed and D9987-Cancelled). You can do this manually, but we recommend automating the ADA code being attached when you break the appointment.
You can do this by ensuring the Broken Appointment Procedure Types in Open Dental are turned to both inside the Appointment Module Preferences.
Find more information with these Open Dental resources:
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Morning Huddle
The Morning Huddle dashboard provides insight into how your office is performing and calls out key action items, making sure that nothing falls through the cracks. See historical data and trends to help inform your office’s decisions and delegate important tasks.
This is an add-on feature and may not be a part of your current Weave software. This feature is currently only available for customers who use Open Dental or Dentrix.
Click here to learn more about getting Practice Analytics for your office.
Accessing the Morning Huddle dashboard
1. Access your Morning Huddle dashboard by logging into your Weave Portal
2. Go to Morning Huddle and select Dashboard
3.From here, you can change the report date to any day within the past seven days at the top of the page
Once in your Morning Huddle dashboard, you will see three metrics,
- Production Month to Date
- Yesterday’s Production
- Scheduled Production
Let's look at each of these in more detail!
Metric 1: Production Month to Date
This metric shows the dollar amount of production based on completed procedures and scheduled procedures for the current month. You can also see how your practice is doing this month compared to the same time during the previous month.Note: These numbers will not change throughout the day. If you schedule additional production or cancel production, these changes will reflect in the next morning's report.
Metric 2: Yesterday's Production
Yesterday’s production will give you a shot of your previous day, including scheduled production vs. completed production, number of visits, and the average production amount per patient visit.You also can see where the production came from and areas where your practice can improve. Use the Production Type overview to create action items for your office, such as outreach to patients who are unscheduled or might have canceled an appointment without rescheduling.
Note: The Production Types are not actionable with the Morning Huddle Dashboard. You will need to go to Practice Analytics within the Weave App to take action.
Metric 3: Scheduled Production
This metric will show you the dollar amount of production scheduled for the next week in green. The blue dotted line will show your practice's average production for the last 30 days.
Use this metric to identify times you might have a dip in production and then have your staff focus on filling that day with past due and unscheduled patients.
Morning Huddle Settings
Receive a daily Morning Huddle report in your email each morning to use in your standup meetings with your team by entering the email addresses you want to receive the daily report in your Morning Huddle Settings
To adjust your settings for Morning Huddle:
1. Select Settings in your Morning Huddle dropdown menu
2. Enter the email address you want to receive the daily Morning Huddle Report and click Add
3. Additional email addresses may be added, and or removed as desired