OTC Reports

The parameters below are named either by their label on the screen or by their default contents.

Report By

Generate the report using either the Transaction Date or the Delivery Date.

Group by

Group the results in the report by invoice number (Group By Invoice) or by individual purchase (Group By Individual Purchase).

Clinic

Select a clinic (or clinics). The report will only generate results for the selected clinic(s).

Date Interval

Select the dates that mark the start and end dates for the time period to include in the report. The report generates with data from the time period between the start and end dates (inclusive of the dates selected).

Legacy

Select Yes to include equipment imported from Sycle Classic.

Warning

This field should be set to No when running the OTC Hearing Aid Sales report.

Region

Select a region to select all clinics in that region in the Clinics field (removing any clinics not in the selected region).

Staff

Select a staff member (or staff members) to narrow the report results to include only those items sold, exchanged, returned, upgraded, or canceled by the staff member(s) selected.

The following columns are generated by the OTC Hearing Aid Sales report. The report is separated into district sections (sales, returns, exchanges, OTC conversions, and canceled orders); the behavior of some columns changes depending on the section.

Old/New

Indicates whether the OTC Conversions row is listing the data for the OTC hearing aid that was upgraded (Old) or the prescription hearing aid (New). Imported OTC hearing aids are shown as Old (Import). Imported OTC hearing aids that were upgraded will leave certain columns blank (when that data does not exist), such as delivery date or sales values.

Sale Date

The date the purchase record was created. Click the date to open the Purchase Summary associated with the purchase.

Delivery Date

This field populates with the (latest) date on which the OTC hearing aids were marked as delivered. If any of the OTC hearing aids on the invoice have not yet been marked as delivered, this field is blank.

Return Date

If an OTC hearing aid on the invoice has been marked as returned, this field displays the date of the return. Click the date to open the Purchase Summary associated with the return.

Staff Name

The staff member denoted on the invoice.

Patient Name

The patient associated with the invoice.

Patient ID

The patient ID for the patient associated with the invoice. Click the patient ID to open that patient's Patient Summary.

Clinic Name

The clinic the invoice was submitted under.

Referral Source

The referral source selected for the appointment. If there was no appointment, this field is blank.

Subcategory

The referral sub-category selected for the appointment. If there was no appointment, this field is blank.

Ref Description

The description for the referral source. If there was no appointment or no description was entered, this field is blank.

Campaign

The campaign selected for the appointment. If there was no appointment, this field is blank.

Kits

The number of OTC hearing aid kits on the invoice.

Manufacturer

The manufacturer(s) of the OTC hearing aid kit(s) on the invoice. Multiple manufacturers are separated by a vertical bar (|).

Model

The model(s) of the OTC hearing aid kit(s) on the invoice. Multiple models are separated by a vertical bar (|).

Type

The type(s) of OTC hearing aid(s) on the invoice. Multiple types are separated by a vertical bar (|).

Kit Serial Number

The serial numbers for the OTC hearing aid kits on the invoice,

Gross Price

Sum of gross price sold or gross price returned, depending on where the field is used. Negative values (e.g. for returns) are expressed in parentheses.

Discount

Sum of discounts applied to sales or returns, depending on where the field is used. Negative values (e.g. for sales) are expressed in parentheses.

Net Price

Net price (Gross Price less any applied Discount) of items sold or returned, depending on where the field is used.

Sales Tax

Sum of sales tax applied on sales or returns on the invoice.

Total Price

The total price of the invoice (Net Price plus any Sales Tax applied).

Initial Payment

The total amount of any payments made on the invoice on the same day the invoice was created (the Sale Data).

Insurance Payment

The total value of any insurance payments made on the invoice.

Insurance Co.

The name of the insurance company selected in Due From Insurance on the invoice.

Fees

The sum of any fees on the invoice.

Non-HA

The net sum (including applied Discount and Sales Tax amounts) of all purchases on the invoice, excluding hearing aids.

Important

This total only excludes prescription hearing aids. The net cost of OTC hearing aids are included in this total.

Balance Paid

The sum of all payments made on the invoice.

Balance Due

The sum of the remaining balance on the invoice.

Last Date Paid

The latest date associated with a payment on the invoice.

Insurance 🇺🇸

Indicates whether insurance was selected on the Appointment Outcome.

Note

🇨🇦 This column is labeled 3rd Party in Canadian instances.

Companion

Indicates whether the patient has a companion set in their record.

The parameters below are named either by their label on the screen or by their default contents.

Patient Type

Select a patient type (or multiple patient types) to include in the report (Prospect, Current, Competitive). At least one selection must be made in this field.

Note

Patient type is initially set during patient intake, and can be edited on the Patient Summary screen.

Note

Unlike the Patient Type report, you can not select the Archived patient type in the OTC HA Patient List report.

Clinic

Select a clinic (or clinics). The report will only generate results for the selected clinic(s).

Exclude

Select a privacy group (or multiple groups) to exclude patients in that group from the report (Do Not Mail, Do Not Call, Do Not Email, Do Not Text).

Note

A patient's privacy groups can be edited on the Patient Summary screen (Full details → Privacy).

Region

Select a region to select all clinics in that region in the Clinics field (removing any clinics not in the selected region).

Staff

Select a staff member (or staff members) to narrow the report results to include only those patients with current OTC HA equipment that was sold, exchanged, returned, or imported by the staff member(s) selected.

Patient ID

The patient's ID number. Click the patient ID to open that patient's Patient Summary.

Title, First Name, Last Name, Preferred Name, Date of Birth

The patient's personal details. Click the First Name or Last Name to open that patient's Patient Summary.

Patient Type

Indicates whether the patient is defined as a Prospect, Current, or Competitive patient type.

Note

Patient type is initially set during patient intake, and can be edited on the Patient Summary screen.

Note

Unlike the Patient Type report, you can not select the Archived patient type in the OTC HA Patient List report.

Street 1, Street 2, City, State/Province, Zip/Postal Code, Country, E-mail Address, Phone

The patient's contact information.

Warning

This information appears on the report regardless of the patient's privacy settings; for example, a patient's email address still appears in the report if the patient's privacy setting includes Do Not Email. Ensure you make note of patients' privacy groups (below) and/or filter the report appropriately with the Exclude parameter.

Do Not Mail, Do Not Call, Do Not Email, Do Not Text

Indicates whether a patient belongs to a privacy group (Y) or if a patient does not belong to a privacy group (column is blank).

Note

A patient's privacy groups can be edited on the Patient Summary screen (Full details → Privacy).

Clinic

The patient's main clinic (as set in Patient Summary → Clinic & provider).

Last appointment

The date of the patient's last uncanceled appointment (occurring on or before the current date). Click the date to open the Appointment Summary screen.

Last Provider Seen

The full name of the staff member associated with the patient's last uncanceled appointment.

Purchase Date

The latest date that a purchase record for the patient's current OTC hearing aid equipment was created. Click the date to open the Purchase Summary associated with the purchase.

OTC Product

The name of the patient's current OTC hearing aid equipment.