The Patient Time Tracker Report provides the details about the amount of time the appointment itself has spent in each specified status. This report can be used to track the amount of time the patient spent in the waiting room or surgery (indicated by the appointment status used to signify this).
This report shows real-time data and is available in two views: Summary and Detail View.
Use Cases
- Track the amount of time the patient has spent in the waiting room or surgery.
- Evaluate the amount of time appointments have been in different statuses, and identify areas to optimise.
Let's get started!
- Navigate to the System Menu > select Operational Reports under Insights.
- 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.
Explore below to learn more about the desired views, filter criteria, and results.
The Summary View shows the average amount of time all the appointments in the specified clinician/ location combination have spent on each status.
Let's explore the filters:
| No | Filters | Description |
| 1 | Group By* |
Patient Time Tracker summary view report can be grouped by appointment clinician or by appointment location. *By default, location will be selected. |
| 2 | Date Range* |
The report is dated by appointment date. Choose to focus the report on appointments that were scheduled on a day that falls within the selected date range. *By default, the date range will be for the current day. |
| 3 | Location* |
Choose to focus the report on appointments scheduled at the selected treatment location. *By default, the location will be the user’s default location. |
| 4 | Clinician* |
Choose to focus the report on appointments scheduled with the selected appointment clinician(s). Select a maximum of up to 10 clinicians. |
| 5 | Appt. Status* | Choose to focus the report on the specified appointment statuses. Select a maximum of up to 15 appointment statuses. |
Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.
| Note: Users have the option to checkmark Save Filter to save a filter and Mark filter as Favourite for future use. The saved filter will be specific for each user. |
To Save a Filter:
- Checkmark Save Filter after selecting all the criteria.
- Click Generate Report.
- Enter the Filter Name in the Save Filter modal.
- Checkmark Mark filter as favourite to mark the specific filter as favourite.
- Click Save & Generate Report.
To view the saved filter:
- Click the down arrow key.
- Click the star icon if you want to Remove a filter from favourite.
- Click Generate if you want to generate a new report with the saved filter criteria.
- Click Download if you want to download the saved report.
Generation/Download Criteria
- Due to data volume, reports with 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
Now, let's take a look at the results of the Patient Time Tracker report (Summary View).
- Location: The location in which the patients were scheduled to receive treatment.
- Clinician: The short name of the treatment clinician.
- Appt Time Mins: The total duration, in minutes, that the patient spent in the practice for the appointment.
- Time Spent in this Appointment Status (%): These columns list the appointment statuses specified in the report generation criteria, along with the average time of selected appointment statuses (in minutes) with this clinician/location combination and the calculated percentage relative to the total time spent in all selected statuses as a whole.
- Averages: Calculated averages are listed for the average duration (in minutes) of all appointments in the selected statuses cumulatively (for appointments scheduled for this clinician or this location, dependent upon how your report is grouped). Calculated averages are also provided for the average duration (in minutes) of all appointments spent in each selected appointment status (for appointments scheduled for this clinician or location, dependent upon how your report is grouped).
The detailed view shows more of the appointment details and shows how each appointment contributes to the time spent on the specified statuses.
Let's explore the filters :
| No | Filters | Description |
| 1 | Date Range* |
The report is dated by appointment date. Choose to focus the report on appointments that were scheduled on a day that falls within the selected date range. *By default, the date range will be for the current day. |
| 2 | Location* |
Choose to focus the report on appointments scheduled at the selected treatment location. *By default, the location will be the user’s default location. |
| 3 | Clinician* |
Choose to focus the report on appointments scheduled with the selected appointment clinician(s). Select a maximum of up to 10 clinicians. |
| 4 | Appt. Status* | Choose to focus the report on the specified appointment statuses. Select a maximum of up to 15 appointment statuses. |
Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.
| Note: Users have the option to checkmark Save Filter to save a filter and Mark filter as favourite for future use. The saved filter will be specific for each user. |
Generation/Download Criteria
- Due to data volume, reports with 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
Now, let's take a look at the results of the Patient Time Tracker report (Detail View).
- Appt Date: The date for which the appointment is scheduled.
- Appt Time: The time for which the appointment is scheduled.
- Patient Name: The name of the patient.
- Location: The short name of the treatment location.
- Surgery: The surgery designated against the appointment.
- Clinician: The short name of the treatment clinician.
- Time Spent in this Appointment Status Mins.(%): These columns list the appointment statuses specified in the report generation criteria, along with the total time of selected appointment statuses (in minutes) with this clinician/location combination.
- Total Time Spent Mins.: This column states the total amount of time the patient spent in these appointment statuses (calculating time spent in all selected appointment statuses together).
In case users in your practice are unable to use this report, please ensure to enable the relevant permissions.
To enable permissions for the Patient Time Tracker Report:
- Navigate to the System Menu > select Practice Settings > Administration > Profiles.
- Click Manage Permissions for the intended profile.
- Select Insights.
- Checkmark the Generate Time Tracker Report under Operational Reports to enable the permission.
- Click Save.
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.