Call Reporting in Aesthetix CRM gives your practice a full picture of every phone interaction with patients and prospective patients, and the advanced filters let you narrow that data down to exactly the calls you care about. You'll find it under Reporting > Call Reporting in the left-hand menu.
The Call Reporting tab tracks every incoming and outgoing call your team handles, split into two sections so you can review each direction on its own:
Donut chart: shows the split of call statuses for incoming calls (missed, busy, answered).
First-Time Calls widget: shows the status of first-time incoming calls along with their average and total durations, useful for spotting how well your front desk is converting new leads.
Top Call Sources: identifies where calls are coming from (for example, organic search or paid search) and shows total calls, deals won, and call duration for each source.
Historical Data Table: a full table of past calls, split by incoming and outgoing, that you can filter and drill into. For calls handled through an IVR (auto-attendant), you can choose between multiple call recordings from a dropdown on each row.
Call Status Split (outgoing): shows the status distribution of outgoing calls.
Top Agents (outgoing): highlights which team members made the most calls, including a unique count of leads contacted.
CSV export: you can customize which columns are included when exporting call data for deeper analysis outside the CRM.
You can also filter the report by all phone numbers on your account or by a specific number, which is helpful if your practice uses different tracking numbers for different marketing campaigns or locations.
From the main menu, click Reporting.
Click Call Reporting.
Click Filters.
Once the filters panel is open, you can apply any combination of the filters below before running your report.
Source & Campaign Pinpoint where your calls originate so you can filter the data precisely. This helps you identify which marketing channels are actually driving call traffic to your practice. If you're also tracking ad performance, remember that ad-specific call and conversion data can be reviewed in Ads Manager > Ad Reporting as well.
Qualified Lead Toggle this on to filter callers based on their qualification status, so you can separate qualified leads from unqualified callers for more focused analysis.
First Time Toggle this on to focus specifically on patients who responded to their first outreach call. This is a quick way to gauge how your team is performing with brand-new leads.
Call Status Filter calls by their current status, such as completed, ringing, missed, failed, or busy. This is useful for spotting missed-call trends your front desk needs to follow up on.
Device Type Filter call data based on the device used. This helps you understand how patients and prospective patients are reaching your practice across different platforms.
Duration Filter calls by length. Enter the duration in seconds to narrow results to calls above or below a specific length, which can help you separate genuine consultations from quick hang-ups.
Keyword Filter using specific keywords tied to your contacts, which makes it easier to organize and manage related calls together.
Campaign Filter call statistics by a specific marketing campaign so you can analyze how each individual campaign is performing.
Landing Page Filter calls based on the landing page a caller came from, so you can see which pages are driving the most phone engagement.
Referrer Filter calls that were referred to your practice by an external source. This is a good way to evaluate referral partnerships and identify which sources are sending you the most valuable calls.
Once you've selected the filters you want, click Apply filters to update the report.
By combining these filters, you can uncover exactly which sources, campaigns, and call behaviors are driving results for your practice, and use that insight to fine-tune your marketing and front-desk follow-up.
Where do I find Call Reporting in Aesthetix CRM? Go to Reporting > Call Reporting in the left-hand menu, then click Filters to open the advanced filtering panel.
Can I apply more than one filter at a time? Yes. You can combine any of the available filters, such as Call Status and Duration, before clicking Apply filters to narrow the report down further.
What does the "Qualified Lead" filter actually track? It filters calls based on whether the caller was marked as a qualified lead, letting you separate genuine prospective-patient calls from unqualified or spam calls.
Does the Duration filter use minutes or seconds? Enter the value in seconds. For example, to filter for calls longer than two minutes, enter 120.
Can I filter by a specific phone number instead of all my tracking numbers? Yes. The Call Reporting tab lets you filter by all numbers on your account or by an individual number, which is helpful if your practice uses separate tracking numbers for different campaigns or locations.
How do I review recordings for calls handled by an IVR? In the Historical Data Table, calls handled through an IVR show a dropdown where you can select between the multiple call recordings tied to that call.
Are call recordings considered patient health information? If a recorded call includes details about a patient's care, appointments, or treatment, treat that recording as PHI and limit access to staff who need it for legitimate purposes, consistent with your practice's HIPAA policies.
Can I export the filtered call data? Yes. Once your filters are applied, you can export the results to CSV and customize which columns are included in the export.
Does the Landing Page filter work for calls that started outside my website? The Landing Page filter only applies to calls attributed to a specific page on your site or funnel. Calls coming from direct dials, referrals, or offline sources won't have a landing page association.
Is Call Reporting the only place to see marketing-driven call performance? Call Reporting focuses on phone interactions specifically. If you're also running paid ads, check Ads Manager > Ad Reporting for broader ad-level performance alongside your call data.
