An import can add hundreds of client records in one day without bringing a single new person into the clinic. Before comparing a report with your previous system, check the event each number represents.

This checklist is for the person preparing a clinic’s operational report. Use fictional clients to test the definitions, then reconcile authorised clinic totals through your normal reporting process. The examples below are illustrative, not customer results or performance benchmarks.

Write down the scope before the total

Record the clinic, report name, date range, time zone, currency and extraction date. Establish whether the date filter applies to record creation, the appointment, payment collection or another event. Keep a copy of the report definitions alongside the export.

A financial-year selection changes the period. It does not turn a collection report into an accounting statement or combine currencies into one comparable total. Keep a planning forecast separate from recorded activity.

Test a client who already knows your clinic

Imagine importing 100 established clients on 1 October. Eight complete an appointment in the new system during October. Their earlier care remains in a separate historical archive.

  • Client records added: 100. That describes records created during the period, assuming none are subsequently merged or excluded by the report.
  • Clients with a first recorded visit: 8. If the report reads only the new system’s completed appointments, these are their first visits in that dataset.
  • Newly acquired clients: not established by either figure. The example explicitly starts with existing clients. An acquisition measure needs an agreed definition and evidence of when the relationship began.

In Rytura, the performance report uses Client records added, including imported records. Retention uses First recorded visit clients, based on completed appointments recorded in Rytura. Separately archived imported history is outside that retention calculation. A client can therefore have older evidence in their file and still enter the first-recorded-visit cohort.

Check the denominator behind a return rate

For a 90-day return measure, identify which first visits have had the full observation window. A visit from yesterday cannot yet be assessed in the same way as one from four months ago. Ask which statuses qualify, what counts as a return and how the report treats a second visit on the same day.

Rytura’s 90-day measure includes first recorded visits in the selected period that have had 90 days to mature as of the time you run the report. A completed return at a later appointment time within those 90 days counts, including a later visit on the same day. It describes the available appointment history; care before that history began is outside the calculation.

Keep bookings, visits and collections separate

A future booking is an intention. A completed appointment is recorded activity. A payment collection has its own date and may relate to a different appointment period. Refunds, cancellations and unpaid visits can make those totals diverge without any calculation being wrong.

For example, Rytura’s saved campaign links count matching campaign-tagged bookings over 90 days, including cancellations. Those counts do not measure link clicks or completed visits. Check the definition before attributing a result to a campaign.

Use this reconciliation checklist

  1. Choose one stable period and the same clinic scope in both systems.
  2. List the source tables or record types each report includes, including the treatment of archived imports.
  3. Compare record counts and status exclusions before comparing percentages.
  4. Test one imported existing client, one newly created client, a cancelled visit and a repeat visit.
  5. Check merged clients and duplicates using each report’s documented rules.
  6. Write down unexplained differences, a named reviewer and the next check. Keep the result provisional until those differences are understood.

Make the definition travel with the report

When sharing a spreadsheet or management summary, retain the qualified column headings and the period. Add a short data-history note, such as “Completed appointments recorded since cutover; archived earlier care excluded.” Use the actual boundary for your clinic rather than copying a date from an example.

Rytura product references were reviewed on 3 October 2026. Read the published reporting scope, migration boundaries and our editorial methodology.