Breakdowns and the Other Row
A total like Collections tells you how the practice did. A breakdown tells you where it came from. When your practice management system is connected, you can break a collected total down by provider, so each provider gets an indented row of their own under the total — and SOPHIE adds an Other row so every dollar in the total is still accounted for.
Breakdowns are only available on collected totals, and only when your practice management system reports the detail. With no system connected, none of this appears.
How a breakdown looks on the board
- The total sits at the top of its group, with a small arrow to open or close it.
- Each breakdown row is indented beneath it, joined by a line down the left, with a coloured dot that matches its segment in the total's bar.
- The thin coloured bar under each of the total's cells shows how that period splits between the breakdown rows and Other.
- A breakdown row without its own goal shows its share of the total as a percentage.
A total that could be broken down but hasn't been yet shows a single undivided bar, as a hint that a breakdown is available.
Break a total down by provider
- Open Settings on the Scoreboard.
- Under On the board, find the total (for example Collections) and click Add a provider beneath it. It shows how many more you could add.
- Click a provider to review the row first, or add it straight away.
- Click Done adding providers when you're finished.
The providers offered are the ones SOPHIE has actually seen in your practice's data, so nobody has to type names in. A provider can appear under both Production and Collections; each is its own row, so add both if you want both.
You can rename a breakdown row — "Dr. Lee" instead of how your billing system spells it. The panel keeps showing your system's own name underneath, so you can always tell which provider the row is.
Combine providers into one seat
Sometimes the thing you want to track is a seat rather than a person — your recall team, or an associate provider chair — so the numbers carry on when someone leaves and someone new starts.
- Open the breakdown row in Manage KPIs.
- Under What this row adds up, tick each provider who belongs in the seat.
- Rename the row to what you call the seat.
The row becomes the combined total of everyone ticked. If a provider you tick already has a row of their own, that row is merged in, so nothing is counted twice.
Every week is recomputed from the list. Add the next person to fill the seat and the whole history follows; untick someone and their share goes back to Other in every week, not just from now on. A provider with no recent data stays on the list (marked "No recent data") if the row's history includes them — unticking them drops their past weeks out of the total.
On the board, a combined row has a small i next to its name; click it to see who it adds up. The cell detail panel lists them too.
The Other row
Other is everything in the total that isn't in one of your breakdown rows, worked out for each period: the total minus every provider you've picked out. It means you can always check that the parts add up to the whole.
Other:
- Is marked COMPUTED and can't be typed into.
- Has no goal and is never scored, because what it holds changes the moment you add or remove a breakdown row.
- Can't be hidden — and it isn't always empty, even if you've broken out every provider. Some money arrives without a provider to sit under, such as a payment against older work. Manage KPIs shows What Other is holding now so you can see how much is in it and which providers are biggest.
Good to know
- Each provider can be tracked once per total. A provider can't be on two breakdown rows under the same total, or Other would be wrong. That's why combining providers into a seat merges their own rows in.
- Removing a total removes its breakdowns. A breakdown means nothing without its total. SOPHIE asks you to confirm, and your history isn't deleted — add the total back and its rows return.
- Untracking a provider removes their breakdown rows and returns their money to Other. Nothing is deleted.
- Breakdown rows are collected, so they follow the same rules as any collected number. See Numbers collected from your practice software.