Clinical and Demographics Report

Clinical and Demographics Report

Overview

The Clinical and Demographics Report provides an expanded view of client demographic details along with key clinical information such as diagnoses, medications, and clinical team assignments. This report includes caseload security to ensure users only see data they are permitted to access.

The report can be exported in CSV, PDF, or Excel formats. Access to the Clinical and Demographics Report requires the appropriate user permissions.

See Also

Working with Reports — Learn how to access reports, manage permissions, and use common features such as search, export, and zoom.

Step 1: Accessing the Clinical and Demographics Report

To access the Clinical and Demographics Report:

  1. Select More from the left sidebar.
  2. Select Reports.
  3. In the Report dropdown, select Clinical and Demographics Report.



Step 2: Using Report Filters 

You can refine the report results using the following filters:

  1. Chart Creation Start Date: Select the start date based on the chart creation date. Defaults to the first day of the current month.
  2. Chart Creation End Date: Select the end date based on the chart creation date. Defaults to the current day of the current month.
  3. Last Appointment Date Start: Select the start date to filter clients based on their last appointment date.
  4. Last Appointment Date End: Select the end date to filter clients based on their last appointment date.
  5. Principal Clinician: Select a clinician to display client details for whom the selected clinician is assigned as the primary provider. Leave this field blank to include clients for all clinicians.
  6. Clinical Team: Select a clinician to display clients where the selected clinician is assigned as part of the clinical team. Leave this field blank to include clients for all clinical teams.
  7. Location: Select a location to display clients associated with the selected location (site). Leave this field blank to include all locations (sites).
  8. Current Diagnoses: Enter a diagnosis code to filter clients by current diagnoses. This filter supports diagnosis codes only and does not support free-text searches.
  9. Current Medications: Enter the exact medication name to display clients whose current medications match the entered value. Partial medication names are not supported for search.
  10. Client Status: Select a client status (Active, Inactive, Pending, or Test). Leave this field blank to include clients in all statuses.
  11. Client: Select a client to display details for a specific client. Available clients are limited based on caseload security. Leave this field blank to include all accessible clients.
  12. Primary Insurance: Select a primary insurance payer to filter clients associated with the selected payer. Leave this field blank to include clients with all primary insurance payers.
  13. Primary Insurance Type: Select a primary insurance type to filter clients associated with the selected insurance type. Leave this field blank to include clients with all primary insurance types.
  14. Secondary Insurance: Select a secondary insurance payer to filter clients associated with the selected payer. Leave this field blank to include clients with all secondary insurance payers.
  15. Secondary Insurance Type: Select a secondary insurance type to filter clients associated with the selected insurance type. Leave this field blank to include clients with all secondary insurance types.
  16. Tertiary Insurance: Select a tertiary insurance payer to filter clients associated with the selected payer. Leave this field blank to include clients with all tertiary insurance payers.
  17. Tertiary Insurance Type: Select a tertiary insurance type to filter clients associated with the selected insurance type. Leave this field blank to include clients with all tertiary insurance types.
  18. Other Insurance: Select an other insurance payer to filter clients associated with the selected payer. Leave this field blank to include clients with all other insurance payers.
  19. Other Insurance Type: Select an other insurance type to filter clients associated with the selected insurance type. Leave this field blank to include clients with all other insurance types.
  20. Gender: Select a gender to filter clients based on the selected value. Leave this field blank to include clients of all genders.
  21. Legal Sex: Select a legal sex to filter clients based on the selected value. Leave this field blank to include clients of all legal sex values.
  22. DOB Start: Select the start date to filter clients based on their date of birth.
  23. DOB End: Select the end date to filter clients based on their date of birth.
  24. Religion: Select a religion to filter clients based on the selected value. Leave this field blank to include clients of all religions.
  25. Ethnicity: Select an ethnicity to filter clients based on the selected value. Leave this field blank to include clients of all ethnicities.
  26. Race: Select a race to filter clients based on the selected value. Leave this field blank to include clients of all races.
  27. City: Enter a city name to filter clients based on their preferred address city. Leave this field blank to include clients from all cities.
  28. State: Enter a state name to filter clients based on their preferred address state. Leave this field blank to include clients from all states.



Step 3: Running the Report 

After selecting the desired filter options, click the Run Report button. The report is then generated and displayed as shown in the screenshot below. A description of each column in the report is provided beneath the screenshot.

Report Sorting: Report results are sorted by client last name in ascending order.



When you run or export the report, it includes the following columns:

Columns on the report

  1. First Name: Displays the client’s first name as recorded in the chart.
  2. Last Name: Displays the client’s last name as recorded in the chart.
  3. Preferred Name: Displays the name the client prefers to be called.
  4. Chart ID: Displays the client's Chart ID.
  5. DOB: Displays the client’s date of birth.
  6. Sex: Displays the client’s biological sex as selected from the dropdown options.
  7. Gender: Displays the client’s identified gender as selected from the dropdown options.
  8. Preferred Email: Displays the client’s preferred email address.
  9. Preferred Phone: Displays the client’s preferred phone number.
  10. Preferred Address: Displays the client’s preferred address.
  11. Marital Status: Displays the client’s current marital status.
  12. Religion: Displays the client’s stated religion, if provided.
  13. Veteran Status: Indicates whether the client is a military veteran.
  14. Race 1: Displays the client’s primary race selection.
  15. Race 2: Displays the client’s secondary race selection, if applicable.
  16. Ethnicity 1: Displays the client’s primary ethnicity.
  17. Ethnicity 2: Displays the client’s secondary ethnicity, if applicable.Nationality: Displays the client’s country of citizenship or origin.
  18. Preferred Language: Displays the language the client prefers to communicate in.
  19. Disability: Indicates whether the client has a recorded disability.
  20. Employment Status: Displays the client’s current employment status.
  21. Sexual Orientation: Displays the client’s stated sexual orientation.
  22. Income: Displays the client’s reported income range.
  23. Education Level: Displays the highest level of education completed by the client.
  24. Family Size: Displays the total number of family members in the client’s household.
  25. Primary Insurance: Displays the client’s primary insurance provider on file.
  26. Primary Insurance Type: Displays the client’s primary insurance type, such as Medicaid, Medicare, or Commercial Insurance, as recorded in the chart.
  27. Primary Insurance Member ID: Displays the member ID for the client’s primary insurance.
  28. Primary Insurance Copay: Displays the copay amount associated with the primary insurance.
  29. Secondary Insurance: Displays the client’s secondary insurance provider, if available.
  30. Secondary Insurance Type: Displays the client’s secondary insurance type, such as Medicaid, Medicare, or Commercial Insurance, as recorded in the chart.
  31. Secondary Insurance Member ID: Displays the member ID for the client’s secondary insurance.
  32. Secondary Insurance Copay: Displays the copay amount associated with the secondary insurance.
  33. Tertiary Insurance: Displays the client’s tertiary insurance details.
  34. Tertiary Insurance Type: Displays the client’s tertiary insurance type, such as Medicaid, Medicare, or Commercial Insurance, as recorded in the chart.
  35. Tertiary Insurance Member ID: Displays the member ID for the tertiary insurance.
  36. Tertiary Insurance Copay: Displays the copay amount for the tertiary insurance.
  37. Other Insurance: Displays any additional insurance information on file for the client.
  38. Other Insurance Type: Displays the client’s other insurance type, such as Medicaid, Medicare, or Commercial Insurance, as recorded in the chart.
  39. Other Insurance Member ID: Displays the member ID for additional insurance on file.
  40. Other Insurance Copay: Displays the copay amount associated with the additional insurance.
  41. Current Diagnoses: Diagnoses from the most recently compiled clinical note, displayed as a comma-separated list.
  42. Current Medications: Active medications recorded in the client chart, displayed as a comma-separated list.
  43. Custom Field 1: First configured demographic custom field, including the field label and value.
  44. Custom Field 2: Second configured demographic custom field, including the field label and value.
  45. Custom Field 3: Third configured demographic custom field, including the field label and value.
  46. Clinical Team: Clinicians assigned to the client’s clinical team, displayed as a comma-separated list.
  47. Status: Displays the client’s current chart status (for example, Active or Inactive).
  48. Created At: Displays the date the client’s chart was created in the system.
  49. Last Appointment Date: Displays the date of the client’s most recent appointment.
  50. Last Appointment Status: Displays the status of the client’s most recent appointment (for example, Completed, Canceled, or No-show).
  51. Last Note Date: Displays the date of the most recent clinical note documented for the client.
  52. Principal Clinician: Displays the name of the clinician assigned as the client’s primary provider.
  53. Location: Displays the site or practice location associated with the client’s record.

Caseload Security

This report enforces caseload security to protect clinical data:

  • Users with Clinician’s Charts Only access see only clients where they are assigned as the Principal Clinician.

  • Users with Clinical Team’s Charts Only access see clients where they are assigned as the Principal Clinician or included as part of the clinical team.


FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.


Click here for quick access to the FAQs.

Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com



Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.