1. The Provider Revenue per Hour report is a crucial tool for assessing practice financial health. This guide will walk you through accessing, understanding, and utilizing this essential metric.
Tip! The Provider Revenue per Hour report also translates as a widget from the Dashboard, allowing you to see these important key metrics from your overall Dashboard if needed. Use the link here to view more on the Dashboard for Practice and Provider views:
2. Navigate to the Business Insights section and click Staff on the left.
3. Click "Create report" to pull up the list of Staff-related reports you can generate here.
4. At the bottom of the list, you will see "Provider Revenue Per Hour" to select.
5. You can choose to view this report by all clinics, or a specific clinic within the account, as well as filter to a specific date range for the metrics you are trying to view. When you have these fields selected, click Continue.
Providers (or those designated as a Provider in the RPH configuration settings) appear by default in clinics where they have logged hours using the Time Clock feature or have scheduled hours. Staff also appear who are tracking time to a category that counts toward RPH.
Learn more about configuring your RPH categories here: https://learn.aestheticrecord.com/en/articles/10274202-configuring-revenue-per-hour-report-clock-in-categories
6. At the top of the page you will see a visual graph of the specific providers who have logged their working hours and have generated their revenue through invoices captured. This graph includes net & gross revenue and net & gross revenue per hour.
This number is based on a few things:
Is your practice measuring RPH versus clocked-in time or scheduled time?
Which categories have you set to be included in the RPH report.
Please note, if you are using the RPH Dashboard Widget, this is the same setup
7. At the bottom, there is a detailed breakdown with more information explaining the locations of each provider on the graph.
In addition to each provider name, you see a column of data for the following:
Hours Worked in the Period (based on clocked in time from the Time Clock feature)
Gross Revenue in the Period
Net Revenue in the Period
Gross Revenue per Hour (GR/ Hours logged through Time Clock = GR per Hour)
Net Revenue per Hour (NR/ Hours logged through Time Clock= NR per Hour)
You do have the ability to manually adjust logged hours for providers if ever needed, which we cover in this article: https://learn.aestheticrecord.com/en/articles/10274202-configuring-revenue-per-hour-report-clock-in-categories
8. In the upper right hand corner of the report, you can Download the report to Excel, Edit the original Clinic and Date fields, and you can Save the report to your AR account if you would like to refer back to it at a later date.
Tip: For more information regarding how configure your setup for the RPH report, please click this link to get started: https://learn.aestheticrecord.com/en/articles/10274202-configuring-revenue-per-hour-report-clock-in-categories
For more information about using the time clock, please click here: https://learn.aestheticrecord.com/en/articles/9238399-using-the-time-clock-timecard-in-aesthetic-record
To learn more about configuring your dashboard widgets, start here: https://learn.aestheticrecord.com/en/articles/10273778-managing-the-provider-dashboard-view
Frequently Asked Questions
General Questions
Q: Do I need to do anything to access the time category feature?
A: No setup required if your administrator has already configured time categories. The time category dropdown will appear automatically when clocking in. Administrators need to configure categories in Settings > Time Clock Settings.
Q: Will my historical data change?
A: Existing time entries remain as-is. However, if an administrator unchecks "Count in RPH report" for a category, ALL time logged under that category (including historical data) will be excluded from RPH calculations going forward.
Q: Can I change my default time category?
A: No, Provider Time will always remain the default category and cannot be changed.
Time Category Questions
Q: What time categories can I clock in under?
A: You can only clock in under time categories that have been assigned to you by an administrator, either individually or through a group assignment.
Q: Can I log time under multiple categories in the same day?
A: Yes! You can clock out of one category and clock into another throughout the day. Each entry will be tracked separately in your Time Card.
Q: Can I edit the time category on an existing time entry?
A: Yes, if you have the appropriate permissions, you can edit the time category assigned to past time entries from the Time Card view.
Q: What happens if a time category I used is deleted?
A: Any hours logged under a deleted category are automatically reassigned to Provider Time (the default category).
Report Calculation Questions
Q: What's the difference between "Clocked In Hours" and "Scheduled Hours" calculations?
A:
Clocked In Hours: Uses total clocked hours, but only includes time from categories configured to "Count in RPH report"
Scheduled Hours: Uses only scheduled provider hours from schedule templates
Q: How does the system determine "provider hours" in a schedule template?
A: The system looks at the schedule template and counts only the hours designated for provider/clinical activities, excluding administrative or other non-provider roles.
Q: What happens if a provider works more or fewer hours than their schedule template?
A: The "Schedule" calculation uses the template hours as the baseline, regardless of actual time worked. This gives you a standardized measure of revenue per scheduled provider hour.
Q: How do time categories affect my RPH calculation?
A: Only time logged under categories with "Count in RPH report" checked will be included in your RPH calculations. For example, if Marketing time is unchecked, those hours won't count toward your RPH even though they're logged in your time card.
Q: Can I see a breakdown of RPH by individual time category?
A: The Dashboard shows the overall RPH total that includes all time categories configured to count in RPH. Individual category breakdowns are visible in the detailed Time Card view, but the RPH report itself shows the combined calculation.
Best Practices
For Administrators
Regularly review which time categories should count in RPH report based on your practice goals
Use group assignments for teams with similar roles to simplify configuration
Document your time category structure so all staff understand which categories to use
Review User Activity logs to track changes to RPH configuration
For Staff Members
Always select the appropriate time category when clocking in
Clock out of one category before clocking into another if your role changes during the day
Review your Time Card regularly to ensure all entries have the correct time category assigned
If you're unsure which time category to use, check with your administrator
For Practice Owners
Use time category data to understand which activities generate the most revenue
Compare RPH across different roles to identify optimization opportunities
Track trends over time to see how role allocation affects practice performance
Use insights to make informed decisions about staffing and scheduling
Why is This Report Helpful?
Role-Based Performance Analysis
With time categories, you can now:
Compare revenue generation across different roles (e.g., Provider time vs. Administrative time)
Understand which activities drive the most revenue
Identify opportunities to optimize staff time allocation
Track efficiency by role type
Monthly Review Process
Review individual provider performance by role
Compare trends across providers and roles
Analyze revenue patterns by activity type
Identify areas for optimization
Key Performance Indicators
Track month-over-month changes by role
Compare against practice benchmarks
Monitor seasonal variations
Evaluate efficiency metrics for each time category
Understand which roles contribute most to practice revenue