See your whole practice in Gale

Ask chat about the whole practice

Team reports turn on once a second clinician is active, which means they have accepted your invite. Then type a question in chat. Most answers give the figures for every clinician, plus a link to the matching report. Until then, chat answers "This report needs two or more clinicians on the practice." Add a clinician in Gale covers the invite.

Each sentence in quotes below is a link. It opens chat with the sentence already typed, and nothing is sent until you send it. Not sure where to start? Ask "How do I see reports for all clinicians?" Chat says where the reports live and which question to try first.

Questions about every clinician's totals answer the owner, a practice manager and a biller. A Scheduler (front desk) gets "Not available for your role." and the names of the roles that can read it.

See every clinician at once

In Classic, open Analytics. On the Dashboard, Overview for: reads All clinicians, so the Income, Outstanding balances, Claims filed, Appointments and Notes tiles cover the whole practice. Pick one name to see one clinician. Below the tiles, the Team table shows each clinician's booked share over the next 14 days, visits this month, no-shows in the last 30 days, notes to finish and money collected this month. For anyone who sees the calendar, a name opens it.

In chat, "How booked is each clinician this week?" lists each clinician's booked share and open slots, with links to Analytics and to Clinician utilization. "Who has the most open slots this week?" names who has room, and who has no hours set. "How's Maya doing?" reads one clinician (use your clinician's name): booked share over the next 14 days, visits this month, no-shows in the last 30 days, notes to finish and money collected this month. "Show me Maya's dashboard" opens Analytics with Overview for: set to Maya. In the Gale layout, it points to Maya's row in the Team table on Reports.

On screen, open Analytics. Clinician utilization is under Reports > More in Gale > Team. It shows booked minutes against available minutes for each clinician, and "Hours not set" for anyone without hours. In the Gale layout, open Reports: the Team table, Collected by clinician and Clinician utilization sit at the top.

See outstanding balances

Open Analytics > Reports > Outstanding balances. It lists what each client still owes, as of today, with a Clinician column beside Services provided, Uninvoiced, Invoiced, Client paid and Client balance. In a group practice an All clinicians filter appears, so you can read the whole practice or one clinician's clients. With Balance starts on, so only clients with something owed or not yet invoiced show.

In Manage report, you can turn With Balance off or add columns: Show Details, Include Insurance and Include Contacts. Download CSV and Download XLSX give you the same rows.

In chat, "Why is collected lower than invoiced this month?" sets this month's invoiced total beside what came in and says what is still owed on those invoices. Its Reports link opens Payments, refunds and fees for the month. At month end, "Does September's A/R reconcile?" checks the month's opening balance, invoices, payments and adjustments against the closing balance. A/R is what the practice is still owed.

On screen, open Outstanding balances. In the Gale layout, it sits on Reports under Insurance and billing once Reports catalog is on. Turn that on from the Advanced control on Setup.

See income by clinician

Ask chat "How much did each clinician collect last month?" It lists each clinician's collected total for the month. In Classic, its Reports link opens Income allocation > Collected by clinician for the same dates; in the Gale layout, it opens Reports. "How much did each clinician collect this month?" and "How much did each clinician bring in this pay period?" read the other ranges.

"How much did we invoice and collect last month, by clinician?" reads the Billing summary: what was invoiced, what was collected by payment method, and each clinician's invoiced and collected totals. Its link opens Billing summary for that month.

On screen, open Analytics > Reports > Income allocation and choose the Collected by clinician tab. It shows client payments, insurance payments and the total collected for each clinician, over the dates you pick. The tab appears once a second clinician is active. Billing summary, under More in Gale, shows what each clinician invoiced and collected. If you turn on Clinician pay in the Classic layout's Settings > Team, Income allocation also gains a Pay tab. In the Gale layout, Collected by clinician sits at the top of Reports.

What an associate sees

A clinician you add with the Clinician role sees reports over their own clients only. Analytics and Billing say "Your clients only." at the top. Reports that cover the whole practice, such as Income allocation and Payouts, are not listed for them. The Team table and the team totals in chat stay with the owner, a practice manager and a biller.

If an associate opens a whole-practice report from a link, the page says it covers the whole practice, so it isn’t available to them. Their Dashboard has no Overview for: picker and shows their own figures. If they ask chat for every clinician's totals, chat says their role can't read it and names who can.

To give someone the whole practice's numbers, add them as a Practice manager or a Biller on Settings > Team; in the Gale layout, that's Team members & roles under Account & opening day. Neither role sees notes. A clinician can't be moved to either role: their role changes only among Clinician, Clinician + scheduling and Supervisor. Add a front desk or biller in Gale covers roles.

Staff hours, if you turn them on

Staff hours is off until the owner turns it on in the Classic layout's Settings > Team. The switch appears once the practice has a team. Then turn on Tracks hours on each person's Edit team member page. They clock in and out from the Classic layout's profile menu, and Analytics > Reports > More in Gale gains Staff hours. Payroll stays outside Gale.

The report shows each team member's work, vacation, sick and holiday hours, the total, and entries awaiting approval. It opens on this week; change From and To for another range. Start export files a CSV under Report exports for your payroll. The owner and practice managers see it.

On screen, open Staff hours. In the Gale layout, Staff hours sits on Reports.