Pivot tables help you quickly summarise and explore large sets of data in Excel without needing complex formulas.

You can drag fields into rows, columns, and values to regroup the information in different ways, such as totals by category or averages by date. They make it easy to filter, sort, and drill into the details, so you can spot patterns or answer questions about your data with just a few clicks.

Most reports in PracSuite include an Export option, so you can take advantage of this feature in various ways. To get you started, this article covers one common scenario in using Pivot Tables from an PracSuite export.

1) Go to Reports > Appointment > Appointment

2) Using the report filters available, capture the range of appointments you want to summarise or group in Excel.
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​For example you can specify things like:
- Date Range
- Appointment with (Practitioner)
- Appointment Type
- Appointment Status
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In this example, we are interested in ''Completed'' appointments that are dated within ''This Month''.
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Since we are looking for patients with the largest number of appointments, we also want to keep the report type as ''Patient''.

3) Click Generate Report

4) Click the Export option, and open the resulting file using Excel.

5) In Excel, go to the Insert menu and select Pivot Table.

6) When prompted to select from table or range, this can be left as the entire document.

Click OK to proceed, which will start a new sheet in Excel with your pivot table.
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7) In the PivotTable Fields area, we can now select which fields are being added to the report.
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​In this case, we want to add the following in order:
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Client ID (as a row)

Patient (as a row)
Appointment Date (as a value)
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To achieve this, right-click these values and choose where it should be added:

When done correctly, you should start seeing a table populate that looks like this:

​Where we can see:

You could also add additional data into the Rows section, such as the Address, so you can see more identifying information.

8) The last step is to Sort this data.

In this example, we want to see which patients have had the most appointments, so we can:
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a) Click on the filter drop-down

b) Select More Sort Options...
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c) Change this to sort by Descending (Z to A) and select 'Count of Appointment Date'

d) Click OK.

You now have a clean table showing which patients had the most appointments in your exported data.

When exporting reports from PracSuite, this same process can be applied to breakdown your data in different ways:

e.g.
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1) Patient List (Reports > Patients > Patient List)

2) Billing Report (Reports > Billing > Billing)

Effectively, anything you can think of where you want a different grouping, if it isn't already offered in PracSuite and the data is available.