Appointment Book Reports in Dental4Windows

Appointment Book Reports in Dental4Windows

QuoteVarious reports are available from Appointment Book. These are Appointment attended with no treatment recorded, Status report, Status report (non-financial), Appointment class report, Appointment class report (non-financial), Work time analysis, Day information (all books), Patient bookings - Appointed by report, Planned production report and also Edit arrived, checked in and checked out times. 

Appointment Attended with No Treatment Recorded Report

This report checks the treatment records of all appointments marked as Arrived for a selected date range.

A patient will appear on this report if they have arrived for an appointment, but have no treatment recorded on the same date.

Prerequisites
InfoThe appointment must be marked as Arrived. Marking Patient as Arrived to a Status 
The appointment must have a Provider selected

Report Details
  1. Go to the Appointment Book > Reports menu
  2. Appointments attended with no Treatment recorded
    1. Date: Select the period to base this report on
    2. Location: Select the location or <Any Location > from the drop list if applicable
    3. Appointment Books: Select the Appointment Book/s to include in the report
    4. Providers: Select the Provider/s to include in the report
    5. Click OK



Appointment Class Report (non-financial)

The Appointment Classes Report (non-financial) provides a count of appointments with a particular class Setup Appointment Classes in a period of time. For example, the number of Scale and Clean or Filling appointments last month. 

Run the Report
  1. Go to Appointment Book > Reports menu
  2. Appointment Classes Report (non-financial)
    1. Date: Select the period to base this report on
    2. Location: Select the location or <Any Location > from the drop list if applicable
    3. Class: Select the Class/s to base this report on
    4. Appointment Books: Select the appointment book/s to include in the report
    5. Show Inactive Books: Tick to include books previously made inactive     
    6. Click OK

Report Details


Patient
Name of the patient that matches the requested criteria of the report
DOB
The Date of Birth of the Patient
Date

The Date of the Appointment

Time
The Time of the Appointment
Duration
The Duration of the Appointment

Appointment Class Report

The Appointment Classes Report provides a count of appointments with a particular class with fees in a period of time. For example, the number of Scale and Clean appointments last month. 


Run the Report
  1. Go to Appointment Book > Reports menu
  2. Appointment Classes Report
    1. Date: Select the period to base this report on
    2. Location: Select the location or <Any Location > from the drop list if applicable
    3. Class: Select the Class to base this report on
    4. Appointment Books: Select the appointment book/s to include in the report
    5. Show Inactive Books: Tick to include books previously made inactive     
    6. Click OK

Report Details


Patient
Name of the patient that matches the requested criteria of the report
DOB
The Date of Birth of the Patient
Date
The Date of the Appointment
Time
The Time of the Appointment
Duration
The Duration of the Appointment
Fees
The Fees generated for items performed on the date of the Appointment

Appointment Time Report

InfoThe Appointment Time report generates information based on the Arrived, Checked In and Checked Out times of each appointment for a selected date range.

The report is useful to practice managers particularly as they can view the percentages of arrivals, overtime, providers running overtime and walk-ins.

Appointment Requirements
InfoFor the report to generate the information required, you must always have selected the Arrived, Checked In and Checked Out times for the appointment.

Right click on appointment > Arrived, Checked In and Checked Out

Run the Report
  1. Go to the Appointment Book > Reports menu
  2. Appointment Time 
    1. Date: Select the period to base this report on
    2. Location: Select the location or <Any Location > from the drop list if applicable
    3. Group by Date: If multiple days are included in the report, tick this to divide each day
    4. Show Summary: When ticked, the report will show the overall data for the date range, not individual patient times
    5. Appointment Books: Select the appointment books you wish to base this report on

Report Details
% of late arrivals
Percentage of all appts that have not been marked as Arrived within 5mins of the start time
% not seen on time
Percentage of all appointments that Checked In after their appointment start time
% where Prv was late
Percentage of all appointments that Checked Out after their appointment end time
% overtime
Percentage of all appointments that have a total duration that exceeds the booked time
Walk Ins (within 2 hrs)
Count of all appointments attended that were booked within 2 hours of the appointment time
Average Wait (min)
Average time patients had to wait for their appointments
Average Duration (min)
Average time patient’s appointments went for
Total Wait (min)
Total time patients had to wait for their appointments
Total Duration (min)
Total time patient’s appointments went for

Status Report

The Status Report provides a count of appointments with a particular status in a period of time. For example, the number of Attended appointments last month. 

Report Requirements
Use Status Types in the appointment window. 

This is done during the creation of a new appointment or you can modify existing appointments. Not all Status Types will be used at the initial creation of an appointment; most will be used at a later date. E.g. C: Confirmed will not be used until the appointment is confirmed.

Run the Report
  1. Go to Appointment Book > Reports menu
  2. Status Report
    1. Date: Select the period to base this report 
    2. Location: Select the location or <Any Location > from the drop list if applicable
    3. Status: Select the Status to base this report on
    4. Appointment Books: Select the appointment book/s to include in the report
    5. Show Inactive Books: Tick to include books previously made inactive

Report Details
Patient
Name of the patient that matches the requested criteria of the report
DOB
Date of birth
Phone
Contact phone number
Date
Date of appointment
Time
Time of appointment
Duration
Duration of appointment
Fees
Fees generated for items performed at this appointment


Status Report (Non-Financial) 

This report shows how many times Appointment Statuses have been used on appointments for over period of time. It can be used to show multiple statuses added into the patient appointment, in one report. For example, all appointments that Confirmed, but Failed to Attend. 

Report Requirements
Use Status Types against appointments where relevant. 

This is done during the creation of a new appointment or you can modify existing appointments. Not all Status Types will be used at the initial creation of an appointment; most will be used at a later date. E.g. Confirmed will not be used until the appointment is confirmed.

Run the Report
  1. Go to the Appointment Book > Reports menu
  2. Status Report (Non-Financial)
    1. Date: Select the period to base this report on
    2. Location: Select the location or <Any Location > from the drop list if applicable
    3. Status: Highlight multiple statuses to be reported on at once
    4. Show patients with only one of the selected: Choose to only base the report on one of the selected statuses
    5. Appointment Books: You can highlight multiple books to be reported on at once
    6. Show inactive Books: Allows you to report on Books that have been marked as inactive

Three ways of running the report:

There are three ways the report can be run, dependent on the parameters selected. 

  1. Report on patients with all selected statuses against their appointment. E.g. Patient has both FTA and Confirmed statuses.

  2. Report on appointments with only one of the selected statuses. E.g. FTA and Confirmed are highlighted, but patients with either will show.

  3. Report on patients with no appointment status

Report Details
Patient

Name of the patient that matches the requested criteria of the report

DOB
Date of Birth
Phone
Contact phone number
Date
Date of appointment
Time
Time of appointment
  Duration
Duration of appointment

Work Time Analysis

This report will provide a breakdown of your appointment book over a selected period. It is based on booked/free appointment time, preset slots and breaks.
Report Requirements
White spaces in the appointment book are considered unused. If leaving early, add a break and select the Work Time: No. For staff meetings, add a break with Work Time: Yes.

Run the Report
  1. Go to Appointment Book > Reports menu
  2. Work Time Analysis
    1. Date: Select the period to base this report on
    2. Location: Select the location or <Any Location > from the drop list if applicable
    3. Daily Breakdown: If date range includes multiple days, tick to show data per day
    4. Show all slot types: Tick to include pre-booked slots even if they have not be used

Report Details
App Book
Each book you selected in the above parameters
Plan
Total hours included in the appointment book over the report period
Unused
Total time that is undesignated, i.e. no appointments, Non-work time breaks
Appointments
Total time that has been filled with appointments
Pre-set slots
Pre-set Slots will be shown based on the Show All Slot Types option when running the report
Breaks
Total time set for breaks

Report example without Show All Slot Types ticked.

Report example with Show All Slot Types ticked.

Day Information (all books) Report

A report based on appointments which is generally used as a day sheet in place of printing individually on the right click of the appointment book. 

  1. Go to the Appointment Book > Reports menu
  2. Day Information (all books)
    1. Date: Select the period to base this report on. Forward dates are also possible for planning purposes. 
    2. Appointment Book: Select the books to include
    3. Show Inactive Books: Place a tick in the box if you wish to include an inactive book
    4. Appt Book Page Break: If viewing more than one book at a time, you can separate the books onto separate pages
    5. Click OK

Patient Bookings - Appointed By Report

This appointment book report generates a listing of all appointments made for a selected period for a provider/s, by each staff member. 
Report Requirements

InfoWhen scheduling/modifying an appointment, the Appointed By must be selected. The Appointed By field can be made mandatory, click here for instructions.
Run the Report
  1. Go to Appointment Book > Reports menu
  2. Patient Bookings - Appointed By
    1. Date: Select the date range to base this report on
    2. Appointment Books: Highlight the books to base this report on
    3. Providers/Staff: Highlight individual or multiple staff members to base this report on
    4. Show
      1. All Staff: This will show a list of all providers and staff members 
      2. Providers: This will only show providers
      3. Other Staff: This will only show staff members
      4. Inactive: This will show inactive staff/providers 

      5. Click OK
    Report Details

Planned Production Report

This report calculates planned production according to treatment plans linked to upcoming patient appointments.
Report Requirements
Ensure treatment plan items are linked to appointments. This allows the report to calculate the planned production. 




Run the Report
  1. Go to the Appointment Book > Reports menu
  2. Planned Production
    1. Date: Select the period to base this report on
    2. Location: Select the location or <Any Location > from the drop list if applicable
    3. Divide by date:If multiple days are included in the report, tick this to divide each day
    4. Appointment Books: Highlight the book/s to base this report on.
    5. Show inactive Books: Select to see books previously made inactive

Report Details
The report will collect information for the selected reporting period on the date of appointment, and the total amount of fees planned for that visit. If an appointment is not linked to a treatment plan, those patients will be included in the report with a plan fee of $0.00.

Edit Arrived, Checked In and Checked Out Times

Editing allows a user the ability to edit times if incorrect due to staff member forgetting to mark a patient’s appointment.

Editing the times is a feature that only some staff should have access to do. I.e. Practice Managers and the Principal Dentist

  1. Go to the Appointment Book > Options menu
  2. Appointment Time Data
    1. Select the period, Book and Location (if applicable) to view
    2. Click in relevant field to edit the time

    3. Click Save

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