System Health Dashboard

To get started with viewing the System Health Dashboard, click on Reporting and then System Health Dashboard.

System Health Dashboard

The Report displays detailed graphs and data around the clinic's health, integration and settings including Appointments, Automations, SMS, Forms, Terminals, and payment Write-backs.

To view further details on individual sent communications, click on the Detail options.

How is the data in the Systems Health Dashboard beneficial?

• While our Clinic Performance Report offers a snapshot of some of the ways Flow is bringing value to your clinic, the System Health Dashboard offers a deep-dive into specific data points to help you monitor, analyze, and optimize performance across multiple variables.The Systems Health Dashboard supports data-driven decision-making, operational efficiency, and strategic planning to enhance the overall effectiveness of your veterinary clinic.

System Health

To view the clinic's System Health data, determine the Start and End Date range.

Appointments

This section shows appointment data by Month and Type. View how many appointments were scheduled on a specific day, which appointment type is more frequently scheduled, and how many automated reminders were sent out per appointment. Click into Appointment Detail to view which clients and patients scheduled appointments and the current status of that visit.

Why is this data important for my clinic?

• Analyzing appointment data enables your clinic to optimize scheduling by identifying patterns, avoiding bottlenecks, and ensuring resource efficiency. Insights into frequently scheduled appointment types allow optimization of current and future workflows.

Automations

View how many automated reminders were sent, started, and completed by clients. Data will show which automations were sent, and in what stage the client left the automation. Completed automations mean that the client followed all the steps required in the automation. Click into Automation Detail to view data around which clients received and completed specific automations.

Why is this data important for my clinic?

• Monitoring the number of automated reminders sent per appointment helps assess the effectiveness of current automations. It provides data on how well the clinic is reaching clients and can lead to adjustments in the reminder strategy by giving insights into automations that are not completed by pet parents. Clinics can then partner with their Otto Customer Success Manager to improve workflow by identifying the problems such as changing the amount of steps, using more effective language, etc.

SMS Failure Rates

Failure rates show the clinic's failed text messages by total text failures and types of error. Click into SMS Detail to show all text messages sent by the clinic organized by date, client name, phone number, and sent status.

Why is this data important for my clinic?

• Ensuring the successful delivery of messages is crucial for maintaining effective communication with clients. By addressing failures promptly, the clinic can uphold timely communication, which is essential for appointment reminders, follow-ups, and other critical information. It is important to note, most text messages are sent successfully and failures tend to arise when text messages are being sent to landlines or flagged as spam. Many times, if the number of errors is higher than 5-8%, it may be due to primary numbers listed on accounts with Flow are landlines. Insights like this will allow your Customer Success Manager to monitor and partner with you to resolve or minimize further failures.

Form Completion Rates

View which forms were submitted to clients and then completed. Completed forms are forms that are fully filled out and submitted by clients. Click into Form Detail to view which forms were received by clients. It is important to note, the data listed here includes all forms except those attached to service reminders. Service Reminder forms are tracked separately within Service Reminder Reporting.

Why is this data important for my clinic?

• The ability to view which forms were submitted and completed allows the clinic to monitor form compliance. This allows for clinics to see a trend in which forms are not getting filled out and if a change in strategy is required. For example, if the form is not being completed as often as expected, it could be due to length or being too cumbersome to be completed on a mobile device. Low form completion rate may also be due to forms being sent out that are informational only, and are not expected to be filled out by the pet parent. These insights allow your Customer Success Manager to make informed suggestions on ways to improve form compliance.

Terminal Metrics

This section highlights specific use metrics around payment terminals. View data around cancelled and captured payments, and the total payment amount received on that terminal in the set time frame. Click into Terminal Detail to view specific client information per terminal.

If your clinic is not processing payments through Otto and this section appears blank, we’d love to chat on how we can set up collecting payments through Flow. Clinics save an average of $10k per year when switching to Otto as their primary payment processor. Reach out to your Customer Success Manager to get started!

Why is this data important for my clinic?

• Accessing specific use metrics around payment terminals enables informed decision-making. The clinic can assess the efficiency of each terminal, identify any technical issues, and determine workflow effectiveness. Narrowing down the total payment volume by terminal gives insights into where the majority and minority of transactions are being completed, and allows for analyzing seasonal trends, and monitoring revenue growth or decline at the clinic.

Write-backs

If your clinic uses AVImark, Cornerstone, or Impromed - Otto Flow offers more advanced integration capabilities. Once configured to utilizing payments through Flow, payment write-back data will be visible in this section.

Why is this data important for my clinic?

• Payment write-back data allows your Customer Success Manager to proactively monitor and ensure that invoice data is syncing with your practice management system. Clinics can also utilize this data to ensure that financial transactions are recorded accurately and efficiently, preventing discrepancies in accounting and financial reporting.