DEMOBehavioral HealthStaff
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Records & reports

Productivity

How much of each clinician’s time goes to clients, how quickly notes get signed, and who’s covering shifts. Add this week’s exports from the EHR and payroll. The schedule and shift reports fill in by themselves.

1. Add this week’s exports

Client information stays on this computer. The files are read by your browser and never uploaded or saved. Client IDs are only counted, never shown.

Skip the exports: set up automatic imports
  1. In the EHR and in payroll, schedule the same two reports to run every week and email them, as CSV, to the shared account that runs the staff site’s Apps Script.
  2. In that Gmail account, add a filter that gives those emails the label in importGmailLabel. Or have someone save the CSVs into the Drive folder in importFolderId.
  3. Run installTriggers() once. Each night the reports are read, client IDs are scrambled, and the result shows up here.

Not every EHR can schedule report emails. Where it can’t, saving the file into the Drive folder still saves the column matching every week.

What to export

  1. From the EHR (Kipu): a services, billing, or progress note report for the weeks you want. One row per session, with the provider, date of service, start and stop times (or minutes, or units), MR#, service type, status, and when the note was signed.
  2. From payroll (Paylocity): an hours report with employee name, work date, earnings code, and hours. PTO, sick, and holiday hours are left out of worked hours.
  3. Nothing to export: scheduled hours, call-outs, pickups, and shift reports come from this site.

Save each report as CSV. Column names don’t need to match exactly; you can fix any that weren’t recognized. Without a payroll file, scheduled hours stand in for hours worked.

2. Results

Clinicians

Shifts and handoffs

From the schedule and shift reports on this site.

How it’s worked out
  • ProductivityDirect service hours ÷ hours worked. A session counts when it happened (no-shows and cancellations are left out), at its start-to-stop time, its minutes, or its units × minutes.
  • TargetsSet by job title in the program’s HR settings (hr-config.js, PRODUCTIVITY): . A person can have their own target in the staff directory (productivityTarget), for example someone part-time on admin or building a new caseload. Green meets the target; yellow is within 10 points; red is further below.
  • NotesHours from the end of the session to the signed note. Late is more than hours; unsigned notes count too.
  • CaseloadDifferent clients seen in the dates shown.
  • Shift reportsReports submitted, against BHT shifts worked.