The Provider Revenue per Hour report is a crucial tool for assessing practice financial health. This guide will walk you through how to set up your Time Category Selections to be used by staff at Clock-In. This feature is available on the Accelerator Plan only.
Time Category Selection
The RPH report now allows users to clock in by specific role or how they are spending their time (Provider, Nurse, Marketing, Admin, Training, etc.), ensuring that only revenue-producing time is used to configure RPH.
Please note, you MUST have the time clock enabled in order to use this function. For more information on enabling the time clock, visit this link: https://learn.aestheticrecord.com/en/articles/9238399-using-the-time-clock-timecard-in-aesthetic-record
Configuring Time Categories & RPH Settings
Navigate to Settings > Time Clock Settings > Configure Time Categories & Revenue per Hour Report
This is where administrators can define which time categories are available for staff to select when clocking in, and which categories should count toward the RPH report.
Accessing RPH & Time Category Configuration
Navigate to Settings > Time Clock Settings > Configure Time Categories & Revenue per Hour Report
This is where administrators can define which time categories are available for staff to select when clocking in, and which categories should count toward the RPH report.
Add additional time categories
We've preloaded the 4 role types as the default time categories, but you can add additional categories by clicking the + button. Use cases might include "Staff Training" for an inservice or onboarding activity or "Event / Lead Gen" if staff are going out to work community events or open houses. These categories allow staff to clock in under a distinct category that may or may not count toward their RPH number.
Next, name your category something that will be easy for staff who will use this category to recognize and click save.
By default, your category will be autoenabled to Count in RPH Report. If you don't want to count it, simply unclick the checkbox.
When checked: Time logged under this category will be included in RPH calculations
When unchecked: Time logged under this category will NOT be included in RPH calculations
Important Notes:
The "Count in RPH report" setting mirrors the global configuration and cannot be edited at the individual or group level
Changes to this setting apply retroactively - unchecking a category removes ALL time logged under that category (past and present) from RPH calculations
The system logs all changes to this setting in User Activity
Configure Time Categories for Individual & Groups
You can configure time categories in two ways:
Individual Staff Assignment
Select "Individual Staff" from the dropdown
Choose a single staff member
Select which time categories should apply to this person.
Group Assignment
Select "Group of Staff" from the dropdown
Enter a Group Name (e.g., "Nurses", "Front Desk Team")
Select multiple staff members to add to this group
Select which time categories apply to this group
All members of the group will have access to the same time categories, and you can update the group at any time by clicking the edit button.
Adding and Removing Time Categories
Adding Categories:
Administrators can add custom time categories as needed
Provider Time is the only default category and remains the default for all users
Deleting Categories:
Only the Main Admin or users with "Edit Revenue per Hour Report Configuration" permission can delete time categories
If a category has hours assigned to it, those hours will automatically be reassigned to the default category (Provider Time)
A confirmation popup will appear showing how many hours will be moved
User Activity Logging:
All category deletions are logged under the "Time Card" category in User Activity
Format: "User [X] deleted the [name] category"
Checking/unchecking "Count in RPH report" is also logged:
Unchecked: "[Time Category Name] will not be counted in the RPH report as it was unchecked by [User Name]."
Checked: "[Time Category Name] will be included in the RPH report as it was checked by [User Name]."
Clocking In with Time Categories
When clocking in, users will now see a dropdown to select their time category based on the individual or group configuration you set up previously.
Now, when clocking in, staff have an option to choose which category in which to track time.
Navigate to the Time Clock
Click Clock In
Select Time Category from the dropdown (only categories assigned to the user will appear)
Complete the clock-in process
Switching Between Categories
Users can clock out of one category and immediately clock into another:
Click Clock Out for your current category
Immediately click Clock In
Select a different time category
This creates separate time entries for different roles within the same day
View Your Time Entries
In your Time Card, navigate to a particular day, and you'll see separate entries for each time category where you've accrued time. This provides a detailed breakdown of how your time was spent across different roles.
Managing Time Cards with Time Categories
Accessing Time Cards
Navigate to Business Insights > Staff > Time Card
View logged hours for all users within the date range shown in the upper left
Click View Details to see a specific user's time entries
Editing Time Categories
Users can edit the Time Category assigned to existing time entries:
Click on an existing time entry
Change the Time Category from the dropdown
Save the changes
The RPH report will automatically update based on whether the new category is included in RPH calculations
User Privileges
Managing time cards requires specific user privileges. Not all users will have the ability to add, edit, or delete time entries.
To manage user privileges: Navigate to Settings > Teammates > Users > Edit the user profile
User Permissions for RPH Configuration
Permission Options
In Settings > User Controls and Users > Manage Privileges, two new permissions are available:
View Revenue per Hour Report Configuration
Checked by default for all users
Allows viewing of time category settings
Edit Revenue per Hour Report Configuration
Initially granted to Main Admin only
Main Admin can grant this permission to other users
Allows adding, editing, and deleting time categories
Allows changing which categories count in RPH report
Troubleshooting and Common FAQs
Missing or Inaccurate Data
Issue: Time not appearing in RPH report
Solution: Check if the time category is configured to "Count in RPH report" in Settings > Time Clock Settings
Verify clock-in records through the Time Clock feature in AR
Check date range selection when viewing the Provider Revenue Per Hour report
Confirm provider status, clocked-in hours, and their profile
Issue: Provider missing from report
Solution: Verify the provider has logged hours using the Time Clock feature
Confirm the time category used is set to count in RPH report
Calculation Discrepancies
Review hours worked and logged by providers through the Time Clock details in Business Insights
Verify which time categories are included in RPH calculations
Check that time entries have the correct time category assigned
Verify revenue entries and make sure providers are correctly tied to invoices through the sales tab on the web
You can update which user is tied to invoices through the sales tab to keep your reports accurate
Time Category Configuration Issues
Issue: Cannot see expected time categories when clocking in
Solution: Verify that time categories have been assigned to you (individually or through a group) in Settings > Time Clock Settings
Issue: Need to delete a time category with existing hours
Solution: Only Main Admin or users with edit permissions can delete categories. When deleted, hours will automatically move to Provider Time (default category)
Need More Help?
For additional support with the Time Clock feature and time tracking basics, visit: https://learn.aestheticrecord.com/en/articles/9238399-using-the-time-clock-timecard-in-aesthetic-record