Reference · clinical, operations and billing

The reports that ship with CaseLoop

QA Compliance, Driver Scores, and the visit timesheet

Prepared for
Clinical directors, operations and billing
Prepared by
Eric Norman
Reading time
12 min

Overview

Three reports come with CaseLoop rather than being built. Each answers a question your own cards would take a long time to reach, and each is scored in a way worth understanding before you act on it.

QA
Is each therapist’s caseload documented the way it should be?
Scores
How is each driver performing, fairly compared?
Timesheet
What did a driver do, and what are they owed?

Before you start

  • A connected practice system with recent data — all three read from what it has synced.
  • For QA Compliance, the capability settings on its Preferences tab set correctly for your agency. That is the first section below.

QA Compliance

Is the caseload documented properly?

One therapist at a time, one row per active case, one column per criterion. The score is the share of applicable criteria that pass.

How it is scored

  • Every criterion carries equal weight. Nothing is worth more than anything else.
  • Criteria that do not apply to a case are exempt and drop out of both the numerator and the denominator, rather than counting as failures.
  • Some criteria are binary — done or not. Others are periodic: so many weeks or months passing out of so many applicable.

Set the Preferences tab first

Criteria depend on capabilities your agency may or may not run. If you do not do practice supervision, scoring people against it produces a number that is wrong in a way nobody can see.

CANS is not one of these switches. It is decided per case from the referring county on the face sheet, so one family can be CANS-exempt while the rest of a caseload is not.

SettingControls
Email correspondenceThe criteria about correspondence being logged and uploaded, and both CANS email criteria
Practice supervisionThe monthly practice-supervision criterion
Monthly report due dayThe day monthly reports are counted as late after — configurable, not fixed at the 2nd

One criterion can never lower a score

FPS Extension Requested has only two outcomes, Yes and N/A — there is no failing branch. Wherever it applies it contributes a guaranteed pass. If an overall figure looks a little higher than you expected, that is part of the reason, and it is worth knowing rather than discovering.

Reading it

  • Overall Caseload Compliance is the therapist’s figure across their active cases.
  • Compliance Overview breaks it down by criterion, which is where a systemic gap shows up — one column failing across everybody is a process problem, not a person problem.
  • It is one therapist at a time — there is no agency-wide comparison view for QA, deliberately.
  • It exports, for the conversations that happen in a spreadsheet.

Opening it, reading every cell, and the calendar behind it are a guide of their own: The QA Compliance Report.

Driver Scores

Performance, compared fairly.

One number per driver over a rolling 90-day window, built from three metrics that are kept separate and visible rather than blended into something unexplainable.

MetricWeightWhat it measures
Submit timeliness43Paperwork in within 24 hours of the visit
Cancellation avoidance36Provider-caused cancellations, graded by how much notice was given
Completion21Visits completed

Three things that make the comparison fair

  • Recent work counts for more. Visits decay with a 45-day half-life, so last week weighs about four times a visit at the edge of the window. A driver who has improved shows it.
  • Light caseloads are pulled toward the agency average. A driver with three visits is not ranked as confidently as one with sixty — their score is shrunk toward the agency figure instead of swinging on a single event.
  • Cancellation notice is graded asymmetrically. A week’s notice is a scheduling event; a cancellation inside 24 hours, or a no-show, carries a real penalty. That is deliberate, and it is where most of the spread between drivers comes from.

The bands

ScoreBand
95 and aboveExemplary
85 – 94Meets
70 – 84Needs improvement
Below 70Corrective action

Confidence is shown, and it matters

Each score carries a confidence. “Shrinkage prior is unreliable” means the agency average it would be pulled toward is itself thin — the comparison is not yet carrying weight. Do not open a corrective-action conversation on a low-confidence score.

Do not compare across a grading change

The scoring spec is versioned, because a change to how a metric is graded makes old scores incomparable while still looking identical — same metrics, same weights, different meaning. If you are trending someone over a long period, ask us whether the spec moved inside it.

Visit timesheet

What happened, and what is owed.

Per driver, per period: every visit, the hours, the miles, and the pay that follows from them.

The timesheet

One row per visit — case, type, start and end, attendance — with the time broken into parts that are paid differently:

ColumnMeans
Recorded HrsTime on the visit itself
Travel HrsTime getting there and back
Pad HrsAllowed time around a visit beyond the visit and the travel
Billable MilesMileage that attracts reimbursement

Payroll

  • Payroll Rates are the rates used. They are read from your practice system rather than typed here, so they match what that system already holds.
  • Reimbursements and Reimbursement Detail cover mileage and expenses.
  • Period Adjustments are one-off additions or deductions with a reason attached, for the things no rate covers.
  • Enable late report fee applies your agency’s late-paperwork deduction, if you use one.
  • Pay (capped) is the amount after any cap. A long transport day is capped — the raw figure is still visible, so a capped day is obvious rather than silently reduced.

Driver Payroll Statement is the per-driver output to hand over or export.

This report reads what your practice system holds. It is a calculation of that data, not a second source of truth — if a visit is wrong here, it is wrong there, and fixing it there is the repair.

Troubleshooting

If something doesn't look quite right.

What you seeWhat to do
A therapist’s QA score is higher than you expected.Check the Preferences tab: a capability switched off removes its criteria entirely. Also remember that exempt criteria drop out rather than failing, and that one criterion can only ever pass.
A QA column is failing for everybody.That is a process finding, not a staffing one. One criterion failing across a whole agency almost always means the step is not part of how anyone works, or the data it reads is not being captured.
No active cases found for this therapist.They have nothing open, or their cases are not linked to them in the source system. Check there — the report does not invent an assignment.
A driver has no score.No visits in the 90-day window. The window is rolling, so someone who has been away simply has nothing to score.
A driver’s score moved sharply on one incident.Look at the confidence. On a light caseload a single late-notice cancellation moves the number a long way, which is exactly why the shrinkage exists — and why a low-confidence score is not a performance conversation.
Timesheet hours do not match what a driver says they worked.Compare the three columns separately. Disagreements are usually about travel or pad time rather than the visit, and those are the parts people do not count the same way by hand.
A day’s pay looks lower than the hours imply.It is probably capped. The uncapped figure is shown beside it.
Rates in the report are out of date.They come from your practice system. Update them there and re-run the report.

If none of these is your question.

Build your own — Building reports covers the builder, which reaches every system you have connected.

Questions
eric@caseloop.co
Prepared by
Eric Norman
CaseLoop · Built-in reports Verified against 2.3.8 · 2026-09-21
CaseLoop · Built-in reportscaseloop.co/guides