Generate Appointments Report

The Appointment Report is intended to show past and future trends in scheduling and identify opportunities for improvement. Production goals are often associated with scheduling, and appointments can be strategically planned to help achieve these goals. The report can be used to determine the count of appointments, view appointment details, and analyse production, with the option to segregate data based on clinicians if required.

Topics Covered

• Summary View
• Detail View
• Manage Permissions

Let's get started!

• Navigate to the System Menu > select Operational Reports.

• Click the + icon on the left or the Generate Report button on the right for the chosen report.

Click here to learn how to save and manage your saved filter criteria in operational reports.

Summary View

The Summary View shows the total count of appointments and scheduled production either by appointment location or by appointment primary clinician. The users have the flexibility to view the report by the appointment primary clinician or by appointment location.

Let us explore the filters:

No	Filters	Description
1	Group By*	Appointment by Clinician summary view report can be grouped by appointment clinician or appointment location.
2	Appt. Date (Max 1 year)*	Appointment by Clinician report is dated by appointment date. The date range can be selected for a maximum of 6 months. By default, the date range will be for the current day.
3	Appt. Location*	Select the location(s) to focus the report on the appointments in the selected location(s). By default, the location will be the user’s default location.
4	Primary Appt. Clinician	Select the clinician(s) to focus the report on appointments with the selected clinician(s) as the primary treatment clinician.
5	Prod. Type	Choose to focus the report based on the selected Production Types.
6	Codes	Choose whether to focus the report only on the selected procedure code(s)
7	Patient Flag	Choose to focus the report based on the patients with the selected patient flags.
8	Patient	Choose to focus the report based on the selected patients.
9	Appt. Status Group	The current status of the appointment, whether it has been Checked Out, Scheduled, Cancelled, Failed to Attend, and so on.
10	Appointment Flag	Checkmark the desired appointment flags from the the drop-down list.

Click 'Generate Report' or 'Download Report As' based on your practice's requirements.

Generation/Download Criteria

• Due to the volume of data, reports with more than 5 Treatment Locations or a date range exceeding 1 Month will not be generated on-screen.
• Reports meeting these criteria will be accessible in the Scheduled Downloads section.

Result - Summary View 

Let's explore the columns in the summary view report:

• Location: The location where the appointment is/was scheduled.
• Primary Appt. Clinician: The primary clinician assigned to the appointment.
• Checked Out: The number of appointments and the total amount of treatments linked to the appointment in the Checked-Out status.
• Scheduled: The number of appointments and the total amount of treatments linked to the appointment in the Scheduled status.
• Other: The number of appointments and the total amount of treatments linked to the appointment in a status other than the ones listed here.
• Cancelled: The number of appointments and the total amount of treatments linked to the appointment in the Cancelled status. It has an additional column to denote the number of appointments that have been rescheduled.
• Failed to Attend: The number of appointments and the total amount of treatments linked to the appointment in the Failed to Attend status. It has an additional column to denote the number of appointments that have been rescheduled.
• Appt.#: The number of appointments that are in the respective status.
• Sched. Prod.(Scheduled Production): The scheduled production is associated with the appointments in scheduled status.
• Resched.Appt# (Rescheduled Appointment): The number of appointments that have been rescheduled.

Click on the blue-coloured entries to view the Detail view of the corresponding entry.

Refer to the GIF below for a clear understanding of how the Summary View workflow operates.

Detail View

The Detail View shows the patient-level drill-down of each appointment, including details like the patient’s phone number, appointment date and time, surgery, appointment clinicians and duration, the scheduled production of the appointment, the patient's estimate of scheduled production, etc.

Let us explore the filters in detail view:

No	Filters	Description
1	Appt. Date(Max 1year) *	Appointment by Clinician report is dated by appointment date. The date range can be selected for a maximum of 6 months. By default, the date range will be for the current day.
2	Appt. Location*	Select the location(s) to focus the report on the appointments in the selected location(s). By default, the location will be the user’s default location.
3	Appt. Type*	Generate your report data based on the selected appointment types. You can choose to view the appointments booked by the user in the system or booked by the patient using the Online Booking feature or both.
4	Appt. Clinician Type*	Choose to focus your report on Primary, Secondary or Tertiary clinicians linked to the appointment.
5	Clinician	Select the clinician(s) to focus the report on appointments with the selected clinician(s) as a primary treatment clinician.
6	Appt. Mode*	Generate your report data based on the selected appointment modes. You can choose to view the appointments that are In-Practice appointments, Tele-appointments, or both.
7	Prod. Type	Choose to focus the report based on the selected Production Types.
8	Codes	Choose whether to focus the report only on the selected procedure code(s).
9	Rescheduled	Choose to focus your report on appointments based on their rescheduled status (Yes, No, Blank, and All). Note: The Rescheduled column would be populated only if the appointment is in 'Cancelled' or 'Failed to Attend' status. If the column is blank, it means that the appointment is not in the above-mentioned statuses.
10	Patient Flag	Choose to focus the report based on the patients with the selected patient flags.
11	Patient	Choose to focus the report based on the selected patients.
12	Appt. Status	Choose to focus the report based on the selected status of the appointment.
13	Appointment Flag	Checkmark the desired appointment flags from the the drop-down list.
14	Columns*	Choose the columns you wish to see in this report. All the columns, excluding carrier and schedule patient prod, will be selected by default.
15	Exclude Inactive/Duplicate Patients	Check this option if you would like to exclude Inactive/Duplicate Patients from the report. By default, it will be checked.

Once you have selected the desired filters, select 'Generate Report' or 'Download Report As' based on your practice's requirements.

Tip: To download reports, click on Download Report As and select the required format. The downloaded report will be accessible in the Scheduled Downloads section.

Generation/Download Criteria

• Due to the volume of data, reports with more than 5 Treatment Locations or a date range exceeding 1 Month will not be generated on-screen.
• Reports meeting these criteria will be accessible in the Scheduled Downloads section.

Result - Detail View 

Let's explore the columns in the Report:

• Appt. Date: The date for which the appointment is/was scheduled to take place.
• Appt. Time: The time for which the appointment is/was scheduled to take place.
• Patient Name: The name of the patient.
• Patient ID: The system-assigned number used to identify the patient and their records. On clicking on the Patient ID, the user is taken to the patient's appointment page.
• D.O.B.: The patient's date of birth as specified in their patient profile.
• Phone Number: The phone number of the patient.
• Appt. Location: The location in which the appointment is/was scheduled.
• Facility: The facility tagged against the patient.
• Prov. 1: The short name of the primary clinician assigned to the appointment.
• Prov. 1 Time: The amount of time the primary clinician is projected to spend with the patient during this appointment.
• Prov. 2: The short name of the secondary clinician of the appointment. 
• Prov. 2 Time: The amount of time the secondary clinician is projected to spend with the patient during this appointment.
• Prov. 3: The short name of the tertiary clinician of the appointment. 
• Prov. 3 Time: The amount of time the tertiary clinician is projected to spend with the patient during this appointment.
• Appt. Mode: Indicates if the appointment is an in-practice or tele-appointment.
• Online Appt.: Indicates whether the appointment was scheduled by the patient using the Online Booking feature.
• Surgery: The surgery assigned to the scheduled appointment.
• Prod. Type: The type of production associated with this appointment.
• Appt. Status: The current status of the appointment, whether it has been Confirmed, Rescheduled, Checked Out, and so on.
• Sched. Codes: The treatment procedures linked to the appointment.
• Sched. Prod.: The total amount scheduled to be produced by the treatment(s) included in the appointment.
• Notes: Any notes that have been included in the appointment details.
• Cancel/NS On: Date when the appointment was marked as cancelled or failed to attend.
• Cancel/NS By: User who cancelled the appointment.
• User Name: The name of the user who scheduled/updated the appointment.
• In Pending Resched.: If the appointment has been added to the reschedule queue, this column indicates whether the appointment has been rescheduled or is still pending to be scheduled.
• Resched.: Indicates whether the appointment was rescheduled.
• Resched. Appt. Details: The details of the rescheduled appointment like appointment date and time.

Refer to the GIF below for a clear understanding of how the Detail View workflow operates.

Manage Permissions

If users in your practice cannot use this report, please ensure that the relevant permissions are enabled.

To enable Permissions for the Appointments Report:

• Navigate to the System Menu > select Practice Settings > Administration > Profiles.

• Click Manage Permissions for the intended profile.

• Select Insights.
• Select Generate Appointments Report under Operational Reports to enable the permission.
• Click Save.

• On the Confirm Action modal that appears, click Yes to proceed.

• A toast notification appears on the top right stating, 'Profile updated successfully'.

Practices can use this comprehensive guide to efficiently generate reports, explore various use cases, and apply the necessary filter criteria to generate the desired report. Following this guide will help you create reports quickly, understand the different views available, and customise reports to meet specific needs.