Generate Appointments By Provider Report

This report tracks past and future trends in scheduling patterns and identifies areas for improvement for each provider, particularly in achieving production goals associated with scheduling. It provides insights into appointment volume, appointment details, and production output per provider.

The Appointment By Provider Report is based on the Appointment Date. It is available both in the Summary and Detail View.

Use Cases

• Analyse scheduling trends of providers.
• Review past performance of appointments at the provider level.

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.

Explore below to learn more about the desired views, filter criteria, and results.

Summary View ⌵

The Summary View of the Appointment by Provider Report displays the total number of appointments and scheduled production by appointment location or by primary provider. 
 

Let's dive deep into the filters:

No	Filters	Description
1	Group By*	Appointment by Provider summary view report can be grouped by appointment facility, provider or appointment location.
2	Appt. Date (Max 1 year)*	Appointment by Provider report is dated by appointment date. *By default, the date range will be Today.
3	Appt. Location*	Select a 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. Provider	Select the provider(s) to focus the report on appointments with the selected provider(s) as primary treatment provider(s).
5	Facility	Select the facility or facilities to focus the report on appointments for the selected facilities.
6	Prod. Type	Choose to focus the report based on the selected Production Types.
7	Codes	Choose to focus the report on appointments with the selected codes.
8	Patient Flag	Choose to focus the report based on the patients with the selected patient flags.
9	Patient	Choose to focus the report based on the selected patients.
10	Appt. Status Group	Select appointment status groups to view information corresponding to that specific appointment status. The different appointment status groups are Checked Out, Cancelled, No Show, Scheduled, and Other (all other statuses).
11	Appointment Flag	Select the desired appointment flags from the the drop-down list.
12	Exclude Inactive/Duplicate Patients	Select this option if you would like to exclude Inactive/Duplicate patients from the report.

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 take a look at the results of the Appointments by Provider Report (Summary View).

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

Let's explore the columns in the report:

• Facility/Location: The facility/location where the appointment is/was scheduled.
• Primary Appt. Provider: The primary provider 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.
• No Show: The number of appointments and the total amount of treatments linked to the appointment in the No Show status. It has an additional column to denote the number of appointments that have been rescheduled.
• Appt.#: The number of appointments that are in this status.
• Sched. Prod. : The scheduled production associated with the appointments in this status.
• Resched. Appt#: The number of appointments that have been rescheduled.

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

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, operatory, appointment providers and duration, the scheduled production of the appointment, the patient estimate of scheduled production, etc.

No	Filters	Description
1	Appt. Date (Max 1 year)*	Appointment by Provider report is dated by appointment date. *By default, the date range will be Today.
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. Provider Type*	Choose to focus your report on Primary, Secondary or Tertiary providers linked to the appointment.
5	Provider	Select the provider(s) to focus the report on appointments with the selected provider(s) as primary treatment provider(s).
6	Facility*	Select the facility or facilities to focus the report on appointments for the selected facilities.
7	Appt. Mode*	Generate your report data based on the selected appointment modes. You can choose to view the appointments that are In-Office appointments or Tele-appointments or both.
8	Prod. Type	Choose to focus the report based on the selected Production Types.
9	Codes	Choose to focus the report on appointments with the selected codes.
10	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 'No Show' status. If the column is blank, it means that the appointment is not in the above-mentioned statuses.
11	Patient Flag	Choose to focus the report based on the patients with the selected patient flags.
12	Patient	Choose to focus the report based on the selected patients.
13	Appt. Status	Choose to focus the report on appointments with the selected statuses.
14	Appointment Flag	Select the desired appointment flags from the the drop-down list.
14	Columns*	Choose the columns you wish to see in this report.  *By default, all the columns excluding Primary Carrier, Sched. Patient Prod, Sched. Ins. Prod., User Name, In Pending Resched., and Resched. Appt. Details will be selected.
15	Exclude Inactive/Duplicate Patients	Select this option if you would like to exclude Inactive/Duplicate patients from the report.  *By default, it will not be selected.

Once you’ve selected the desired filters, select '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 - Detail View 

Now, let us examine the results of the Appointments By Provider Report (Detail View).

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

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 provider assigned to the appointment.
• Prov. 1 Time: The amount of time the primary provider is projected to spend with the patient during this appointment.
• Prov. 2: The short name of the secondary provider of the appointment. 
• Prov. 2 Time: The amount of time the secondary provider is projected to spend with the patient during this appointment.
• Prov. 3: The short name of the tertiary provider of the appointment. 
• Prov. 3 Time: The amount of time the tertiary provider is projected to spend with the patient during this appointment.
• Appt. Mode: Indicates if the appointment is an in-office or tele-appointment.
• Online Appt.: Indicates whether the appointment was scheduled by the patient using the Online Booking feature.
• Operatory: The operatory 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 (No Show) On: Date when the appointment was marked as cancelled or no show.
• Cancel/NS (No Show) 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. (Rescheduled): Indicates whether the appointment was rescheduled.
• Resched. (Rescheduled) Appt. Details: The details of the rescheduled appointment like appointment date and time.

Permissions ⌵

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

To enable Permissions for the Appointments By Provider Report:

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

• Click Manage Permissions for the intended profile.

• Select Insights.
• Select the Generate Appointments By Provider Report option 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.