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.
The statistics report breaks down the number of billable, cancelled 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 cancelled can be seen by clicking 'Show/Hide 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
The booked appointments report display a list of appointments which 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 report
The deleted appointments report display a list of appointments which have been deleted. Select the date range and specify the client groups before clicking Run report
This report is used to identify cancellation trends in your practice (and serial cancelling offenders) to build a better understanding of just WHY clients are cancelling their appointments.
This is a great way to get insight into any initiatives that you and your team could implement to ensure client's commit and attend to their appointments when their cancellation reason is well, not so reasonable.
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
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 and specify the client group / practitioner
Client appointments only
Only search for appointments that have been linked up to a clients 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 cancelled appointments
Search appointments that have been marked as cancelled. By default, the report does not include appointments that have been marked as no cancelled
Non billable 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
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