# How to turn Tasy data into management KPIs

> The path from Tasy data to management KPIs: which information to use, how to define the rules and how to avoid conflicting numbers.

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Updated: 2026-11-07

**Tasy data** records almost everything a hospital's management needs: encounters, accounts, payers, departments, supplies, receivables and payables, and accounting entries. The challenge is turning those records into reliable management KPIs, the same in every report and refreshed without manual work. This article shows the path, with or without BI.

## 1. Choose the questions before the data

The most common mistake is starting from available reports and trying to extract KPIs from them. The right way is the opposite: define the board's questions, then look for the data. Examples:

| | Question | Tasy information involved

| Which payer is profitable? | Patient accounts and items, payers, supplies and drug costs, physician fees

| How much is sitting unbilled? | Completed encounters, accounts and their status, dates

| Is the result within budget? | Accounting entries, cost centers, budget

| How long does it take to get paid? | Receivables, issue and settlement dates, payers

| Are patients staying longer? | Admissions, discharges, transfers, departments, beds

## 2. Define the calculation rules

Each KPI needs a written definition. "Revenue", for example, requires deciding:

- By **accrual** (date of care) or by billing date?
- Does it include SUS? Accounts not yet billed?
- Are denials deducted?
- Which account items count (daily rates, fees, supplies, drugs, physician fees)?

Without written rules, each area calculates its own way and the board gets different numbers for the same question. The most common definitions are in the [glossary](https://clichealth.com.br/en/glossary).

## 3. Make sure the numbers reconcile

Management KPIs must reconcile with official sources: the month's billing with the billing report, the income statement with the trial balance. Before using a KPI in a meeting, compare it with a known report and explain each difference (date criterion, payers included, account classification).

## 4. Choose the path: spreadsheet or BI

There are two ways to build the KPIs:

- **Tasy reports + spreadsheet**: works to get started and for one-off analyses. The cost shows up over time: hours of manual work every month, dependence on whoever builds the spreadsheet and different versions of the same number.
- **Database reading + BI**: an agent reads Tasy data, applies the rules automatically and delivers refreshed dashboards. It requires implementation, but it eliminates repetitive work.

The article [spreadsheets or BI](https://clichealth.com.br/en/blog/spreadsheets-or-bi-in-hospitals) shows the signs that it is time to switch.

The Clic Health Patient Account dashboard, built from the accounts recorded in Tasy, with revenue variance by area.

## 5. Take care of security

Management KPIs do not need to identify patients. When extracting Tasy data, take only what is needed and replace names, national ID numbers and dates of birth with a code. Control who accesses the spreadsheets or dashboards and log access. Brazil's LGPD treats health data as sensitive. See [security and LGPD](https://clichealth.com.br/en/security).

## How Clic Health follows this path

In Clic Health, DataClic reads the Tasy database with a read-only user and brings only what changed. The Connection Environment applies the management rules and publishes the data model, and the board opens the dashboards in the browser. The technical detail is in [Tasy integration and data refresh](https://clichealth.com.br/en/tasy/integration), and the overview in [BI for Tasy](https://clichealth.com.br/en/tasy).

## Related questions

Can management KPIs be built from Tasy reports alone?Yes, for one-off KPIs. For a monthly routine with dozens of KPIs, the manual work and the risk of conflicting numbers usually justify BI.

Who should define the KPI rules?Controllership, together with the board. IT helps find the data, but defining revenue, denials or margin is a management decision.

Does BI need direct access to the Tasy database?It needs to read the data, with a read-only user created by the hospital's IT team. Good BI reads only what it needs, at agreed times, and writes nothing to Tasy.

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