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How to generate, download, and understand reports in Anima

Generate and export reports in Anima, understand CSV data, column definitions, filters, and how to interpret key metrics.

Updated this week

Overview

You can use Reporting in Anima to generate and download data about your organisation’s activity across Triage and Documents.

All reports are downloaded as CSV files, which you can open in Excel or other spreadsheet tools.

Available reports

Summary of the reports available in Anima:

  1. Audit logs (Triage & Documents) – View and export user activity across your organisation

  2. GP Contract report (Triage) – Track performance against patient access requirements (e.g. urgent same-day appointments)

  3. Activity report (Triage) – Monthly overview of request volumes, trends, and team workload

  4. Appointment statistics (Triage) – Understand how requests are handled, including how urgent they are, how long they take to close, whether appointments are booked, and which clinicians are involved

  5. Document Processing report (Documents) – Understand how quickly your team is processing documents, including how many are uploaded, completed, and still waiting to be processed

  6. Export patients (Triage) – Download a list of patients registered with your organisation

  7. Export Friends & Family (F&F) (Triage) – Export patient feedback data

Where to find reporting

To access Reporting:

  1. Open Anima

  2. Click Settings (bottom left)

  3. Select Organisation Settings

  4. Click Reporting

Permissions required

You’ll need Admin permissions to access Reporting and download reports.

If you cannot see the Reporting section, contact your Anima administrator who will able to give you admin rights.

How to generate and download a report

Most reports follow a similar process:

  1. Go to Settings → Organisation Settings → Reporting

  2. Scroll to the report you want

  3. Enter the required fields (e.g. date range, month/year, or practice)

  4. Click Generate report

  5. Wait a few moments for the report to generate

  6. The file will download to your computer downloads as a CSV, or a message will appear will appear asking you to click to download the data.

💡 Some reports may take a few moments to generate depending on the size of the data.

Available reports

Audit logs (activity reporting)

Use this report to search and export activity carried out by users in your organisation.

To generate:

  1. Select a practice

  2. Enter a start date and end date

  3. (Optional) Filter by:

    • Practice user

    • NHS number

  4. Click Search and download

Audit log report – column definitions

  • Timestamp
    The exact date and time the action happened.

  • User
    The user who performed the action (usually shown as their email address).

  • Patient
    The NHS number of patient the action relates to (if applicable).
    May be blank if the action is not linked to a specific patient (e.g. organisation settings changes).

  • ActionID
    The internal system name for the action performed (e.g. getReviewDetails, updateOrgConfig).
    Mainly used for technical tracking.

  • ActionDescription
    A plain English description of what the user did.
    For example:

    • Load details of a submitted patient request

    • Update settings for the whole organisation

  • RequestType
    The type of request involved (if applicable), such as General Medical.
    May be blank if not related to a request.

  • RequestDate
    The date the related request was submitted.

  • RequestTime
    The time the related request was submitted.

  • Success
    Whether the action was completed successfully:

    • TRUE = successful

    • FALSE = failed

  • ErrorInfo
    Details of any error that occurred.
    Usually blank (-) if the action was successful.

  • AdditionalInfo
    Extra technical details about the action.
    May include configuration changes or background system data.

    💡 This field is mainly for troubleshooting and may not be needed for everyday use.

Notes:

  • You must select a date range

  • You can download up to 10,000 entries at once

  • Useful for investigating specific activity or patient-related actions

GP Contract report (Patient access metrics)

This report helps you understand how your practice is performing against GP contract requirements.

To generate:

  1. Enter a start date and end date

  2. Click Generate report

  3. Click on 'Download patient access metrics'

  4. A csv file will then download onto your computer

What this report shows

  • Total requests
    The total number of requests submitted in the selected date range

  • Requests with tracked appointments
    The number and percentage of requests that resulted in an appointment booked through Anima

  • Urgent requests (risk score ≥ 4) seen same day
    The number of urgent requests that resulted in an appointment on the same day

  • % urgent requests seen same day
    Of the urgent requests that had an appointment, the percentage that were seen on the same day

  • Non-urgent requests seen within 7 days and 14 days
    The number and percentage of non-urgent requests that resulted in an appointment within these timeframes

  • Requests missing risk score
    Requests where no risk score was recorded

How metrics are calculated

  • Metrics are based on appointments booked via Anima, not just requests submitted

  • For example, the “% urgent requests seen same day”:

    • Only includes urgent requests that resulted in an appointment

    • Calculates how many of those were seen on the same day

  • The report uses appointment data, meaning:

    • Requests without an appointment are not included in some metrics

  • The report combines two types of booking data:

    • Direct bookings (made by staff when closing a request)

      • Counted immediately

    • Patient-booked appointments (invites)

      • Only counted once the patient has booked

💡 Because of this, results may change over time if patients book appointments after being invited.

Activity report

This report gives a monthly overview of request activity in your organisation.

To generate:

  1. Select a year

  2. Select a month

  3. Click Generate report

  4. Click 'Click here to download the report for [month] [year]'

  5. This will download the file to your computer

What this report includes:

  • Requests by day of the week

  • Requests by time of day

  • Requests by theme (type of request)

  • Requests assigned to each team member

This helps you understand busy periods and how work is distributed across your team.

Appointment statistics report

This report provides detailed data about appointment activity and patient requests.

To generate:

  1. Select a year

  2. Select a month

  3. Click Generate report

  4. Click 'Click here to download the report for [month] [year]'

  5. This will download the file to your computer

What this report includes

This report provides a detailed view of how requests are managed from start to finish, including timings, appointments, patient information, and clinician involvement.

  • Request details
    Information about each request, including when it was created and closed, its urgency (risk score), and how long it took to resolve

  • Appointment data
    Details of any appointments linked to the request, including whether an appointment was booked, when it took place, how long it took to arrange, and whether it was same-day

  • Patient information
    Basic demographic details such as age, sex, and whether the request was submitted by the patient or on their behalf

  • Assignment and workflow data
    How the request was handled internally, including which clinicians it was assigned to, how assignments changed, and the pathway the request followed

💡 This report is useful for analysing response times, appointment usage, and how work is distributed across your team.

Appointment statistics report – column definitions

Request details

  • TraceId
    A unique identifier for each request in the system.

  • OrgID
    The organisation the request belongs to - this is just your unique Anima identifier.

  • Type
    The type of request submitted (e.g. medical, admin).

  • Status
    The current or final status of the request (e.g. open, closed).

  • ItemName
    The category or label of the request.
    💡 Requests submitted by Andi include the word “agent” in this field.

  • Created
    The date and time the request was submitted.

  • Closed
    The date and time the request was completed or closed.

  • Risk
    The urgency score assigned to the request.

  • Urgent
    Indicates whether the request is considered urgent.

  • ActionedSameDay
    Whether the request was actioned on the same day it was submitted.

  • MinsToClose
    The total time taken to close the request (in minutes).

Appointment data

  • HasAppointment
    Indicates whether an appointment was linked to the request.

  • ApptSameDay
    Whether the appointment took place on the same day as the request.

  • DaysToAppointment
    Number of days between the request and the appointment.

  • DaysToAppointmentInviteFrom
    Time between sending an appointment invite and the patient booking.

  • ApptService
    The service the appointment relates to.

  • ApptDate
    The date of the appointment.

  • ApptType
    The type of appointment (e.g. phone, face-to-face).

  • ApptRole
    The role of the clinician assigned to the appointment.

  • ApptGP / ApptWith
    The clinician responsible for the appointment.

  • ApptDuration
    The length of the appointment.

  • ApptStatus
    The status of the appointment (e.g. completed, cancelled).

  • ApptDisplay
    How the appointment is labelled or displayed in the system.

  • ApptInvited
    Whether the patient was invited to book an appointment.

  • ApptInviteStart / ApptInviteEnd
    The time window during which the patient could book the appointment.

  • ApptInviteType
    The type of invitation sent to the patient.

  • ApptSlots
    Available appointment slots offered to the patient.

Patient information

  • PatientId
    The patient's NHS number.

  • PatientSex
    The patient’s recorded sex.

  • PatientAge
    The patient’s recorded age.

  • PatientProxy
    Shows who submitted the request:

    • Self – submitted directly by the patient

    • Proxy – submitted by someone on behalf of the patient (e.g. parent or carer)

    • Clinical – submitted by a staff member on behalf of a patient

    💡 Requests submitted via Andi will usually appear as Self, but may also appear as Proxy in some cases if the request was submitted on behalf of another patient.

  • PatientPhone
    Contact number associated with the patient (if recorded).

Assignment and clinician data

  • RequestId
    Unique identifier for the request.

  • ClinicianId
    Unique identifier for the clinician.

  • ClinicianEmail
    The clinician’s email address.

  • ClinicianRole
    The clinician’s role (e.g. GP, nurse, admin).

  • AssignedChanges
    Number of times the request was reassigned.

  • FirstAssigned / SecondAssigned / FinalAssigned
    The sequence of clinicians the request was assigned to.

  • AssignedFlow
    The pathway the request followed through the system.

  • IsRoutine
    Indicates whether the request was routine or not.

Document Processing report (Documents)

Use this report to understand how quickly documents are being processed by your team.

To generate:

  1. Select a practice

  2. Enter a start date and end date

  3. Click Generate report

What this report shows

  • Documents uploaded
    The number of documents added to Anima during the selected date range

  • Documents processed (saved)
    The number of documents successfully saved to the patient record

  • Outstanding work
    The difference between uploaded and processed documents, helping you identify backlog

  • Processing performance
    How quickly documents are processed, including average processing times and activity per user

  • Tasking activity
    How many tasks are created and completed as part of document workflows

Document Processing report – column definitions

Overview (high-level activity)

  • Uploaded Count
    Number of documents uploaded within the selected date range

  • Saved Count
    Number of documents successfully saved to the patient record per user
    ​

Processing efficiency (documents saved within the date range)

  • Documents Count
    Number of saved documents processed by a user

  • Median Hours to Process
    Median time (in hours) from upload to when the document was saved

  • Median Minutes per Document
    Median time spent processing each document within a session
    💡 Helps indicate processing speed

  • Median Codes Added per Document
    Median number of clinical codes added during processing

  • Median Codes Removed per Document
    Median number of codes removed

  • Median Problems Updated per Document
    Median number of patient problems updated

Tasking efficiency

  • Tasks Created
    Number of tasks created

  • Tasks Completed
    Number of tasks completed

  • Tasks Open
    Number of tasks still outstanding

  • Median Hours to Complete
    Median time taken to complete tasks

Saved documents (detailed document data)

  • Workflow Admin
    The user who saved the document to the patient record

  • File Name
    The name of the document file

  • NHS Number
    The patient’s NHS number associated with the document

  • Sender Name
    The organisation that sent the document

  • Letter Type
    The category of the document (e.g. discharge letter, report)

  • Document Source
    How the document came into Anima (e.g. email)

  • Date Sent
    The date the document was originally sent or received

  • Date Saved
    The date the document was saved to the patient record

  • Time to Process (days)
    The time between when the document was received and when it was saved

How to use this report

  • Use Overview to understand overall document volume

  • Use Processing efficiency to monitor how quickly documents are handled

  • Use Tasking efficiency to track workload and task completion

  • Use Saved documents for detailed, document-level analysis

Export patients

To export:

  1. Select a practice

  2. Enter the account created date range

  3. Click Export patients

What this report shows

  • Patient list
    A list of patients registered with your organisation within the selected date range

  • Account creation details
    When each patient account was created in Anima

  • Contact information
    Basic contact details recorded for each patient

  • Patient demographics
    Key information such as age and sex (where available)

Patient Export report – column definitions

  • NHSNumber
    The patient’s NHS number.

  • FirstName
    The patient’s first name.

  • LastName
    The patient’s surname.

  • DateOfBirth
    The patient’s date of birth.

  • Sex
    The patient’s recorded sex.

  • PhoneNumber
    The patient’s contact number (if recorded).

  • Email
    The patient’s email address (if recorded).

  • CreatedAt
    The date and time the patient’s account was created.

  • Organisation
    The organisation the patient is registered with.

Additional notes

  • The order of columns in your CSV will match this left-to-right structure

  • Some fields may be blank if the information is not recorded

Friends & Family (F&F)

To export:

  1. Select a practice

  2. Enter a start date and end date

  3. Click Export feedback

Troubleshooting

I can’t see the Reporting section

  • Make sure you have the correct permissions

  • Contact your Anima administrator

The report won’t generate

  • Check all required fields are filled in

  • Ensure the date range is valid (end date must be after start date)

The file is too large or missing data

  • Reduce the date range

  • For audit logs, remember the 10,000 entry limit

The data looks incorrect

  • Some reports (like GP Contract) update as patients book appointments

  • Try re-running the report after some time

Summary

Reporting in Anima allows you to:

  • Track activity and performance across your organisation

  • Monitor patient access and appointments

  • Analyse workload and document processing

  • Export data for further analysis

All reports can be downloaded as CSV files for easy use in Excel.

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