Calendar reports are a powerful tool which can identify trends in clients and appointments which can be used to make your practice more effective and efficient.

Access calendar reports through Dashboard > Reports > Calendar. From here, you can choose the sub-category of reports you wish to produce.


This article includes:

1. Statistics
2. Inactive Client
3. Booked
4. Deleted
5. Cancellation
6. Unbilled
7. Billable Time
8.Type Breakdown


Statistics 

The statistics report breaks down the number of billable, canceled and no show appointments. Set a date range, specify practitioners/client groups as necessary, and then click Run report

Once the report has been generated, a percentage breakdown between no-show, cancellations, and completed appointments will be shown. The clients who have no show or canceled can be seen by clicking 'Show/Hide Clients'.


Inactive Clients

The inactive client report displays a list of clients who have not been seen within a specified period of time. This report can be used to market to patients who were once customers in your practice previously

Select a range from the drop-down box, specify the practitioners/client groups / current case status and whether you want to ignore future appointments before clicking Run report


Booked

The booked appointments report displays a list of appointments that have been booked following the specified criteria. This report can be used to market to patients who were once customers in your practice previously

Select a date range, then specify the type of date to search, who booked and for whom before narrowing down by client groups and whether you want to only see billable appointments. When finished, click Run report to create a report.


Deleted

The deleted appointments report displays a list of appointments that have been deleted. Select the date range and specify the client groups before clicking Run report


Cancellation

This report is used to identify cancellation trends in your practice (and serial canceling offenders) to build a better understanding of just WHY clients are canceling their appointments.

This is a great way to get insight into any initiatives that you and your team could implement to ensure clients commit and attend to their appointments when their cancellation reason is well, not so reasonable.


Unbilled

Invoices can be generated from the calendar so they can be linked to an invoice to show that the appointment has been billed for. The unbilled appointments report displays a list of appointments which are yet to be billed

Select the date range, specify the client groups and choose which type of appointments to display before clicking Run report


Billable Time

The billable time report gives you the ability to calculate the number of hours practitioners have spent consulting with patients. Select the date range and specify the client group/practitioner

Client appointments only
Only search for appointments that have been linked up to a client's file. By default, the report will search all appointments
Include no-show appointments
Search appointments that have been marked as no-show. By default, the report does not include appointments that have been marked as no show
Include canceled appointments
Search appointments that have been marked as canceled. By default, the report does not include appointments that have been marked as no canceled
Nonbillable appointments
Search appointments that have not been marked as billable. By default, the report only searches appointments that have been marked as billable

Click Run report to create a report showing the number of hours each practitioner has consulted based on the defined report criteria


Type Breakdown

This report works together with appointment types to see which appointment type has been used the most and how much time has been spent on each appointment type. Further to this, the report can break down each appointment type by practitioner and show the individual appointments

Breakdown by referrer
The report can be broken down either by practitioner or referrer. If you would like to see a breakdown of appointment types by practitioner keep this checkbox unticked. If you would like to break down the report by referrers, tick this check box

Click Run Report after selecting criteria to view results


Summary of Breakdown Report
This is a simple breakdown of all appointment types, how many times each one has been used and a total time spent on each one. For example, if a consult takes up 30 minutes and is used 8 times, the Total Length would be 4 hours

If Breakdown by referrer is not selected, a screen very similar to the one below should appear. From here you should be able to find out detailed information about each appointment type and also the relative appointments that used this appointment type (By using the Show button)

Detailed Breakdown Report
If Breakdown by referrer was selected, a breakdown report similar to the one in the second image will appear however with some differences. The differences are that the location, practitioner, and Appointments heading are replaced with 'Referrer'. This allows administrators to see how many appointment types have been obtained through each referrer thus showing which referrer is bringing in more referrals



See similar articles regarding Reporting - Calendar:

📝Reporting - Client

📝Availability report

📝Reporting - Financial

Please let us know if you have any questions and don't forget to rate this help article below, so that we can continue to improve our support to you!

Did this answer your question?