Help Center4D EMR provides predefined, built-in reports designed to meet common clinical and operational needs. All reports can be exported to various formats including .xlsx, .csv, .pdf, etc.
4D EMR Onboarding 9.0 - Reports Overview (pending)
4D EMR Onboarding 9.1 - Daily Reports (03:37)
Daily Reports Section
Overview
Daily reports in 4D provide practices with the essential tools needed to reconcile financial activity, review appointments, and monitor day‑to‑day operations. This section walks through the most commonly used daily reports and explains how to interpret each one.
Daily Close Report
Purpose: Provides a full financial snapshot of all transactions processed for a selected day.
How to Use
- Choose the date you want to review.
- Review the grand total at the top.
- Examine the breakdown by:
- Office
- Cashier
- Payment method
- Patient
- Use this report for:
- End‑of‑day reconciliation
- Accounting verification
- Confirming payment allocation
Appointment Reconciliation
Purpose: Confirms which appointments were completed, missed, or canceled, and verifies documentation status.
How to Use
- Select the date to generate the report.
- Review:
- Total number of scheduled patients
- Seen vs. missed/canceled appointments
- Chart note completion
- Visit reasons
- Use this report to ensure:
- All visits were documented
- No‑shows and cancellations are accounted for
- Operational accuracy for the day
Appointment Summary
Purpose
Provides a simplified overview of all appointments for the day without status indicators.
How to Use
- Generate the summary for the selected date.
- Review:
- List of all patients seen
- Visit reasons
- Whether follow‑up appointments were scheduled
- Charges and payments collected
- Use this report for:
- Quick daily appointment review
- Confirming follow‑up scheduling
- High‑level operational snapshots
Sales & Payment Summary
Purpose: Breaks down payments and sales activity without exposing patient‑specific data.
How to Use
- Review total payments and payment methods.
- Examine net totals for the day.
- Review sales by staff member, including:
- Products sold
- Services performed
- Associated encounters
- Use this report for:
- Staff performance tracking
- Revenue analysis
- Non‑PHI financial reporting
4D EMR Onboarding 9.2 - Financials (Pending)
4D EMR Onboarding 9.3 - Inventory (01:39)
Inventory Reports Section
Overview
Inventory reports in 4D provide visibility into product usage, stock levels, and historical activity across locations. This section covers the three available inventory reports and how to use each one effectively.
Implants Used
Purpose: Tracks implants logged through the Implant Log under the Patients tab.
How to Use
- Select the desired date and time range.
- Review all implants used during that period, including:
- Patient name
- Product
- Serial number
- Lot number
- Use this report for:
- Tracking implant utilization
- Compliance and documentation
- Inventory planning for implant‑based procedures
Inventory Summary
Purpose: Provides a real‑time snapshot of all products on hand across locations.
How to Use
- Review the list of all stocked items by location.
- Identify items highlighted in red, which indicates:
- Stock levels have fallen below the reorder threshold you configured.
- Use this report for:
- Reordering decisions
- Monitoring low‑stock items
- Ensuring product availability across locations
Inventory History
Purpose: Shows a complete activity log for each product, including all stock changes.
How to Use
- Review product activity by location and item.
- Track all inventory events, such as:
- Sales
- Stock additions
- Transfers
- Adjustments
- Use this report for:
- Auditing inventory changes
- Investigating discrepancies
- Monitoring product movement over time
4D EMR Onboarding 9.4 - Marketing (04:52)
Marketing Reports Section
Overview
Marketing reports in 4D help practices analyze lead flow, referral performance, patient conversion, and campaign effectiveness. Because many practices use external CRMs or marketing platforms, these reports may serve as supplemental tools depending on your workflow.
Conversion by Month
Purpose: Shows monthly conversion activity and scheduling trends.
How to Use
- Select Year‑to‑Date or a custom date range.
- Review:
- Patients scheduled
- Patients seen
- Payments collected
- Average wait time for consult
- Average time to schedule
- Data is broken down by location and user.
- Useful for identifying scheduling delays and evaluating staff performance.
Funnel Report
Purpose: Provides a high‑level view of the patient journey from referral to payment.
How to Use
- Run Year‑to‑Date for a broader view.
- Review:
- Referring source
- Appointments created
- Services performed
- Surgeries completed
- Payments made
- Conversion averages
- Useful for understanding channel performance and identifying drop‑off points.
Lead Status
Purpose: Tracks the status of all leads created in 4D, whether manually entered or received from your website.
How to Use
- Generate the report for a selected date range.
- Review converted, lost, and disqualified leads.
- Includes patient names and basic details.
- Useful for monitoring follow‑up effectiveness and coordinator workflows.
New Patient Summary
Purpose: Summarizes new patient activity and outcomes.
How to Use
- Select Year‑to‑Date for a comprehensive view.
- Review:
- New patients seen
- Provider they saw
- Whether they were quoted
- Quote totals
- Quote outcomes (not quoted, quoted but not scheduled, procedure scheduled)
- Useful for tracking new patient conversion and forecasting surgical volume.
Open / Expired Quotes
Purpose: Displays all quotes that are still open or have expired.
How to Use
- Review quote date, quote number, patient, procedure, amount, and quote age.
- Useful for coordinator follow‑up and identifying aging opportunities.
Patient Export
Purpose: A powerful filtered export tool for targeted marketing and segmentation.
How to Use
- Apply filters such as:
- Active patient
- Gender
- Procedure performed
- Date ranges
- Location
- Referral source
- Example: Active + Female + Procedure contains “breast” → returns all qualifying patients.
- Export includes contact info, demographics, visit history, and more.
- Useful for targeted outreach and demographic analysis.
Quote Acceptance
Purpose: Shows how many quotes were created and how many were accepted or resulted in surgery.
How to Use
- Review monthly totals for quotes created and surgeries performed.
- Useful for tracking coordinator performance and understanding quote‑to‑surgery conversion.
Referral Details
Purpose: Breaks down payments and patient activity by referral source.
How to Use
- Review each referral source and associated patient count and total payments.
- Useful for evaluating referral relationships and identifying high‑value sources.
Top Referring Sources
Purpose: Ranks referral sources by volume or revenue.
How to Use
- Two views available:
- Top by Payments
- Top by Number of Patients
- Useful for marketing prioritization and budget allocation.
4D EMR Onboarding 9.5 - Payments and Charges (02:47)
Payments & Charges Reports
Overview
The Payments and Charges reporting sections in 4D provide visibility into collected payments, anesthesia and facility fees, and categorized charge activity. These reports complement the Daily Close and Financial Close reports, offering additional detail when needed.
Payment Details
Purpose: Provides a year‑to‑date summary of all payments collected, similar to the Daily Close and Financial Close reports but with additional detail.
How to Use
- Set the report to Year‑to‑Date for a full annual view.
- Review:
- Payment method
- Refunds
- Payment charges
- Net totals
- Most practices rely primarily on Daily Close and Financial Close, but Payment Details offers extra granularity when needed.
Anesthesia Fees
Purpose: Tracks anesthesia fees collected for any facility where anesthesia is billed through the quoting system.
How to Use
- Ensure anesthesia fees are documented in quotes.
- Generate the report for the desired date range.
- Review:
- Facility where anesthesia was collected
- Total anesthesia fees collected
- Useful for reconciling anesthesia revenue across facilities.
Facility Fees
Purpose: Shows facility fees collected for your own locations or external facilities.
How to Use
- Generate the report for the desired date range.
- Review facility‑specific totals, including:
- Fees collected at each location
- Any applicable surcharges
- Some states require additional surcharges; consult your onboarding team if this applies to you.
Charges by Category
Purpose: Breaks down all charges into major 4D categories for clearer financial analysis.
How to Use
- Run the report Year‑to‑Date for a complete view.
- Review charges grouped by:
- Garments
- Injectables
- Services
- Procedures
- Products
- Surgery items
- Location
- User
- Includes subtotals, discounts, taxes, and net charges.
4D EMR Onboarding 9.6 - Schedule (05:54)
Schedule Reports Section
Overview
Schedule reports in 4D provide visibility into appointments, wait times, cancellations, chart note completion, and surgical activity. Many of these reports are self‑explanatory, so this outline focuses on the most commonly used and operationally meaningful ones.
Appointment List
Purpose: Provides a simple list of all appointments within a selected date range.
How to Use
- Select the date or date range (e.g., Monday).
- View or print the list for use outside 4D—clipboards, team huddles, or daily planning.
- Useful for front‑desk workflows and quick reference.
Appointment Type Summary
Purpose
Breaks down the types of appointments scheduled during a selected period.
How to Use
- Generate the report for the desired date range.
- Review:
- Total number of each appointment type
- Total hours
- Breakdown by user and appointment type
- Useful for understanding appointment mix and provider workload.
Appointment Wait Times
Purpose: Measures how long patients wait between arrival and being roomed.
Workflow Requirement
Accurate data requires consistent status updates in the schedule:
- Mark the patient Arrived when they check in.
- Mark the patient Roomed when they are placed in a room.
How to Use
- Ensure staff follow the arrival → roomed workflow for every patient.
- Generate the report to view average and individual wait times.
- Useful for operational efficiency and patient experience tracking.
Appointments Made by Staff
Purpose: Shows which staff members created which appointments.
How to Use
- Generate the report for the desired date range.
- Review staff‑level appointment creation activity.
- Useful for monitoring scheduling workload and accountability.
Calendar View
Purpose: Provides a printable calendar layout of appointments.
How to Use
- Select the date range.
- Print the calendar for team reference.
- Note: Dark appointment blocks may be difficult to read in grayscale printing.
Cancelled / No‑Show Appointments
Purpose: Lists all appointments marked as cancelled or no‑show.
How to Use
- Generate the report for the desired period.
- Review cancellation and no‑show patterns.
- Useful for follow‑up workflows and identifying trends.
Chart Notes Completed
Purpose: Shows all chart notes that have been completed, including those requiring co‑signature.
How to Use
- Generate the report for the selected date range.
- Confirm that all notes have been signed off.
- Useful for compliance and documentation accuracy.
Chart Notes Incomplete
Purpose: Identifies chart notes that are unfinished or awaiting signature.
How to Use
- Generate the report (e.g., for the month of December).
- Review which providers have outstanding notes.
- Print and distribute to providers as needed.
- Useful for month‑end cleanup and compliance.
Future Appointments
Purpose: Lists upcoming appointments for selected patients or date ranges.
How to Use
- Generate the report to view all scheduled future visits.
- Useful for planning, follow‑up, and patient outreach.
Not Seen Patients
Purpose: Shows patients marked as “not seen.”
How to Use
- Review the list to identify documentation gaps.
- Useful for correcting status errors or confirming missed visits.
Patient Appointments Log
Purpose: Provides a printable PDF of a patient’s appointment history.
How to Use
- Generate the report for the selected patient.
- Cancelled or rescheduled appointments appear in red.
- Useful for patient reviews, audits, or clinical reference.
Surgery Scheduled & Completed
Purpose: Shows all surgeries that have been scheduled and completed.
How to Use
- Run Year‑to‑Date for a comprehensive view.
- Review:
- Patient
- Location
- Provider
- Surgery date
- Surgery fee
- Total quote
- Fee‑per‑hour averages
- Useful for surgical volume tracking and financial analysis.
Surgery Cancelled / Rescheduled
Purpose: Lists surgeries that were cancelled or rescheduled.
How to Use
- Generate the report for the desired date range.
- Review patient details and cancellation/reschedule information.
- Useful for coordinator follow‑up and forecasting.
Surgery Follow‑Up
Purpose: Shows the most recent follow‑up appointment after a patient’s surgery.
How to Use
- Run Year‑to‑Date for a full view.
- Identify patients who may need additional follow‑up.
- Useful for postoperative care management and outreach.
4D EMR Onboarding 9.7 - Procedures (03:42)
Procedure Reports Section
Overview
Procedure reports in 4D provide insight into surgical and non‑surgical procedure activity, frequency, patient details, and supply usage. While the list of reports is small, each one offers valuable operational and clinical visibility depending on your practice needs.
Most Frequent Procedures
Purpose: Shows the most commonly performed procedures by provider.
How to Use
- Set the report to Year‑to‑Date for a full annual view.
- Review procedure counts by procedure name and provider.
- Includes both surgical and non‑surgical services (e.g., breast augmentations, facelifts, CoolSculpting, facials, liposuction).
- Useful for understanding provider case mix and high‑volume procedures.
Patients by Procedure
Purpose: Lists all patients who received a specific procedure within a selected date range.
How to Use
- Select Year‑to‑Date or a custom range.
- Choose the procedure you want to analyze (e.g., breast procedures).
- Review:
- Patient name
- Procedure date
- Procedure performed
- Marketing consent status
- Surgeon’s fee
- Useful for targeted follow‑up, marketing segmentation, and case review.
Surgery Details
Purpose: Provides a comprehensive, Excel‑ready export of surgical activity and associated financial and operational details.
How to Use
- Generate the report, then export to Excel for full visibility.
- Review detailed fields including:
- Surgery date
- Quote number
- Procedure performed
- Anesthesia type
- Facility fees
- Patient name
- Patient care coordinator
- Recovery options
- Facility location
- Useful for deep analysis, auditing, and cross‑department reporting.
Surgery Log
Purpose: Displays completed surgeries in a simple, readable list.
How to Use
- Run Year‑to‑Date for a complete view.
- Review:
- Patient
- Procedure
- Anesthesia type
- Facility
- Surgeon
- Running surgery count
- Useful for quick reference, case tracking, and operational summaries.
Surgery Procedures
Purpose: Provides a detailed export of all procedures, providers, and coordinators involved.
How to Use
- Generate Year‑to‑Date and export to Excel.
- Review:
- Start date
- Book date
- Quote number
- Patient account
- Procedure
- Surgeon’s fee
- Status
- Created‑by user
- Coordinator
- Useful for coordinator performance tracking, scheduling analysis, and financial review.
Surgery Supplies
Purpose: Lists all surgical supply items used for procedures, including implants and garments.
How to Use
- Generate the report for the desired date range.
- Review:
- Patient
- Supply items used
- Status (pending, complete, rescheduled)
- Additional supply‑related details
- Useful for inventory reconciliation, supply chain management, and case costing.
4D EMR Onboarding 9.8 - Lists (02:47)
Lists Reports Section
Overview
The Lists section of 4D reporting provides a straightforward view of all items configured in your database—packages, procedures, products, services, and forms. These reports are especially useful during onboarding and before go‑live to ensure your system is fully and accurately set up.
Packages List
Purpose: Displays all packages currently configured in your database.
How to Use
- Generate the report to view every package available.
- Review package names and confirm all expected packages are present.
- Useful before go‑live to ensure your package offerings are complete and accurate.
Procedures List
Purpose: Shows all procedures in the system, organized by provider.
How to Use
- Select the report to view each provider’s full procedure list.
- Confirm that all surgical and non‑surgical procedures are included.
- Useful for validating provider‑specific offerings and ensuring quoting accuracy.
Products List
Purpose: Displays all products configured in the database along with key attributes.
How to Use
- Review product name, product code, and product type (injectable, garment, product).
- Check whether each product has:
- A report tag (if used)
- Inventory tracking enabled
- Tax settings applied
- Useful for inventory setup, financial reporting accuracy, and pre‑go‑live validation.
Services List
Purpose: Shows all services available in the system, organized by user.
How to Use
- Review each user’s service list.
- Confirm service availability, commission structures, and total service counts.
- Useful for validating provider and staff service offerings.
Forms Library List
Purpose: Displays all forms stored in your Forms Library, organized by folder structure.
How to Use
- Review main headers (e.g., Chart Notes) and subfolders.
- Confirm all forms, chart note templates, and documents are present.
- Useful for understanding your “filing cabinet” structure and ensuring all documentation tools are ready for go‑live.
4D EMR Onboarding 9.10 - Report Tags (04:05)
Report Tags
Overview
Report Tags in 4D allow you to create custom groupings for products, services, and procedures so you can aggregate data in more meaningful ways. Instead of relying only on default categories (like Products, Services, Procedures), you can apply tags such as a specific skin care line or body region and then use those tags in key reports.
Accessing Report Tags Setup
- Navigate to Practice from the main menu.
- Go to Settings → Reports → Custom Report Tags.
- This is where you create, view, and manage all report tags.
- It is important to be methodical: decide in advance how you want to aggregate your data.
Creating Report Tags
Purpose: Define the custom groupings you want to use in reporting.
How to Use
- In Custom Report Tags, select + New.
- Enter a clear, descriptive tag name (e.g., Skin Care Line, Face Procedures, Body Contouring).
- Save the tag so it becomes available for selection on products, procedures, and services.
- Common strategies for tags include:
- Grouping by brand or product line
- Grouping by region of the body
- Grouping by treatment category (injectables, skincare, lasers, etc.)
Linking Tags to Products
Purpose: Group related products under a shared report tag for reporting.
How to Use
- Go to Products → Product List.
- Open a product (e.g., Acme Skin 1, Acme Skin 2, Acme Skin 3).
- Locate the Report Tag field.
- Select the appropriate tag (e.g., Skin Care Line).
- Save the product.
- Repeat for each product that belongs in that tag.
- Once set, any transactions involving those products will carry that report tag into reporting.
Linking Tags to Procedures
Purpose: Organize procedures into custom groups for analysis (e.g., “Face” procedures).
How to Use
- Go to Doctors & Staff.
- Select the purple scalpel icon for the provider.
- Open a procedure (e.g., Facelift).
- Add a Report Tag (e.g., Face or Face Procedures).
- Save the procedure.
- Repeat for other related procedures you want grouped together.
Linking Tags to Services
Purpose: Apply report tags to services for more flexible service‑based reporting.
How to Use
- Go to Settings → Money → Staff Services.
- Open a service entry.
- Set the Report Tag (e.g., Skin Care, Injectable, Face Laser).
- Save the service.
- Repeat for all services that should be grouped.
Using Report Tags in Reports
Purpose: Filter and aggregate report results by custom tags instead of default categories.
Example Workflow
- Make sure products, procedures, and/or services are linked to report tags.
- Run actual transactions using those items (e.g., charge a patient for several skin care products and complete the sale).
- Go to Practice → Reports and choose a report that supports report tags, such as:
- Patients Buying Products
- Patients Buying Services
- Charges by Category
- In the report options, choose to use Report Tag instead of major category.
- Select the tag (e.g., Skin Care Line).
- Choose a date range (e.g., Month‑to‑Date) and generate the report.
- Review how results are now aggregated by your custom tag (e.g., all Skin Care Line products purchased by a specific patient).