Desktop

Desktop Section – Alpaca System

The Desktop section is the centralized dashboard of your clinical management system. It provides an at-a-glance overview of essential performance indicators across financials, patient flow, communications, and user activity. With two main tabs—Statistics and Charts—this area supports data-driven decision-making, daily operations management, and real-time performance tracking.

Statistics Tab

This tab presents structured data tables with both real-time and historical performance indicators. The layout allows users to compare daily progress, evaluate monthly metrics, and analyze trends across key areas of clinic operations.

Each table shares a consistent structure with the following columns:

• Today – Data for the current date

• Median for the Last 4 Weeks (Same Day) – Average performance for this weekday over the last month

• This Month – Accumulated metrics for the current month

• Last Month (Same Date) – Comparative data from the previous month up to the current day

• Last Month (Total) – Full data for the entire last month

• Forecast (Opened Hours) – Projections based on available working hours

Common Features:

• Per WD Columns – Option to include per working day averages for current and previous months

• Refresh Button – Update data in real time

1. Income Table

Offers insights into the clinic’s financial performance. Helps track revenue trends and assess income potential.

Data Rows:

• Total Income

• Breakdown by Price Types or CFRs (switchable)

• Future Appointment Value (potential income)

• Average Income Per Patient

Filters and Options:

• Price Type / CFR switch

• VAT incl. / excl. toggle

• Per WD Columns

• Refresh

2. Call Center Table

Monitors phone activity, enabling front-desk efficiency assessment and customer service tracking.

Data Rows:

• Total Calls

• Incoming Calls

• Missed Calls

• Not Returned Missed Calls

• Call Duration

• Average Wait Time

Controls:

• Per WD Columns

• Refresh

3. Clinic Table

Tracks overall operational efficiency and patient engagement. Useful for evaluating appointment rates and resource utilization.

Data Rows:

• Total Appointments

• First-Time Patients

• Total Patients

• Total Active Doctors

• Doctor Load (%) – appointment hours vs availability

• Cancelled Appointments

Controls:

• Per WD Columns

• Refresh

4. Target Leads Table

Provides a detailed view of the clinic's marketing effectiveness and CRM follow-ups.

Data Rows:

• Total Touches (initial contacts)

• Not Processed Requests

• Not Closed Requests

• Unanswered Dialogs

• Target Leads

• Conversion Rate – Overall, First-Time Patients, Returning Patients

• Appointments Made

• Total Price of Appointments Made

Controls:

• Per WD Columns

• Refresh

5. Users Table

Tracks staff login/logout times, breaks, and work hours—ideal for HR or management monitoring.

Data Columns:

• User Name

• Login Time

• Logout Time

• Total Time on Breaks

• Total Working Time (Today)

• Total Working Time (Monthly)

Controls:

• Show Hidden Users

• Refresh

Charts Tab

This section provides visualized data trends for income, appointment statistics, lead conversions, and patient sources. Useful for high-level analysis and presentations.

1. Income Chart (Monthly)

Visualizes the clinic’s income throughout the current month with optional comparison to previous periods.

Axes:

• X: Day of Month

• Y: Revenue (with VAT incl./excl. option)

Buttons:

• VAT incl./excl.

• Show Last 2 Months

• Show Selected Month

• Refresh

2. Clinic Chart (Monthly)

Displays patient visit trends, including first-time and total appointments over time.

Graphs:

• First-Time Appointments (This & Previous Month)

• Total Appointments (This & Previous Month)

Customization:

• Toggle visibility for each graph

• Choose Month

• Show the last 2 months

• Refresh

3. Income Chart (Yearly)

Year-long view of income growth or fluctuations, with each point representing monthly totals.

Axes:

• X: Month

• Y: Income

Controls:

• VAT incl./excl.

• Refresh

4. Clinic Chart (Yearly)

Visualizes monthly appointment trends for total and first-time patients.

Graphs:

• Total Appointments

• First-Time Appointments

Controls:

• Toggle graph visibility

• Refresh

5. Funnel Diagram

Graphical breakdown of the patient journey through the marketing funnel.

Stages:

• Total Touches

• Target Leads (% and count)

• Appointments (% and count)

• Showed (% and count)

Comparison:

• This month vs the same period last month

• Refresh available

6. Patient Source Bar Graph

Analyzes patient origin based on referral sources, enabling marketing ROI assessment.

Filter:

• All

• Primary

• Repeated

Control:

• Refresh