The Appointment Statistics Report provides an overview of the productivity and efficiency of your practice regarding patient visits. This report relies on the same underlying functionality as the Appointment Book "Late Appt" Tracking feature to monitor changes in appointment statuses, but you do not have to enable late appointment tracking to run this report (of course, the report will not show late appointment statistics).
This report displays statistics for late appointments, on-time appointments, wait/will call appointments, broken appointments, appointments that remained in specified statuses for a specified length of time, and appointment durations based on specified statuses.
Important: If any appointments within the date range for which you are running this report have been purged using the purge utility in the Appointment Book or Office Manager, the report data may not be accurate.
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Why: |
To view the productivity and efficiency of your practice regarding patient visits |
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When: |
As needed |
To generate the report
In DXOne Reporting, select Management, and then double-click Appointment Statistics.
The Appointment Statistics dialog box appears.
Set up the following options:
Date Range - To filter the report by date, do one of the following:
To include appointments that have dates (based on the Time Zone) within a range that you specify, select the Specific Range option. With this option selected, do one of the following:
Enter a date range (in a m/d/yyyy format) in the From and To boxes.
To select a date, do the following for From and To:
Click the corresponding calendar icon to view a month calendar.
Navigate to the correct month using the left and right arrows.
Note: To quickly change the year and month, click the month-year at the top of the calendar, navigate to the correct year using the left and right arrows, and then click the correct month.
Click the correct day.
To include appointments that have dates within a range that is relative to the report date, select the Relative Date Range option. With this option selected, select one of the following relative date ranges from the list:
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Current Day Current MTD Current Fiscal YTD Current Calendar YTD |
Previous Day Previous Week Previous Month Previous 3 Months Previous 6 Months Previous Fiscal Year Previous Calendar Year |
Next Day Next Week Next Month Next 3 Months Next 6 Months Next Fiscal Year Next Calendar Year |
Time Zone - Select one of the following options:
Clinic Time - To use the clinic time zone to determine if an appointment is within the date range for the report.
UTC - To use Coordinated Universal Time to determine if an appointment is within the date range for the report.
Clinic - To filter the report by the clinics that are associated with appointments, do one of the following:
To include all clinics that you are allowed to generate the report for, select the All checkbox.
To include specific clinics, do the following:
Click the search button 
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The Select Clinics dialog box appears.
Note: Only the clinics that you are allowed to generate the report for are available.
If the list is long, to search for a clinic by ID and/or title, do the following:
Click Search.
The options for searching appear in the upper list.
Enter the first character or more of a clinic's ID and/or title in the ID and Practice Title boxes, respectively.
Click Show Results to view a list of matching clinics.
Note: To return to viewing the list of all the clinics, click Search, click Clear Search to clear the search criteria that you entered, and then click Show Results.
In the upper list, select one or more clinics.
Note: To select multiple clinics, click a clinic, and then, while pressing the Ctrl key, click the other desired clinics. To select a range of adjacent clinics, click the first clinic of the desired range of clinics, and then, while pressing the Shift key, click the last clinic of the desired range of clinics.
Click Add.
Repeat steps b-d as needed to add other clinics.
Note: To remove a clinic that you added, select that clinic in the lower list, and then click Remove.
Click OK.
Appt Provider - To filter the report by the providers who are associated with appointments, do one of the following:
To include all providers that you are allowed to generate the report for, select the All checkbox.
To include specific providers, do the following:
Click the search button .
The Select Providers dialog box appears.
Note: Only the providers that you are allowed to generate the report for are available.
If the list is long, to search for a provider by ID, first name, last name, and/or title, do the following:
Click Search.
The options for searching appear in the upper list.
Enter the first character or more of a provider's ID, first name, last name, and/or title in the ID, First Name, Last Name, and Title boxes, respectively.
Click Show Results to view a list of matching providers.
Note: To return to viewing the list of all the providers, click Search, click Clear Search to clear the search criteria that you entered, and then click Show Results.
In the upper list, select one or more providers.
Note: To select multiple providers, click a provider, and then, while pressing the Ctrl key, click the other desired providers. To select a range of adjacent providers, click the first provider of the desired range of providers, and then, while pressing the Shift key, click the last provider of the desired range of providers.
Click Add.
Repeat steps b-d as needed to add other providers.
Note: To remove a provider that you added, select that provider in the lower list, and then click Remove.
Click OK.
Avg Appt Time (minutes):
Start Status - To specify the beginning appointment status that you want to use to determine appointment length (for example, Arrived), do one of the following:
To use any status, select the All checkbox.
To select specific statuses, do the following:
Click the search button .
The Select Appointment Status dialog box appears.
If the list is long, to search for a status by ID, abbreviated description and/or description, do the following:
Click Search.
The options for searching appear in the upper list.
Enter the first character or more of a status ID, abbreviated description and/or description in the ID, Abbrev Desc, and Description boxes, respectively.
Click Show Results to view a list of matching statuses.
Note: To return to viewing the list of all the statuses, click Search, click Clear Search to clear the search criteria that you entered, and then click Show Results.
In the upper list, select one or more statuses.
Note: To select multiple statuses, click a status, and then, while pressing the Ctrl key, click the other desired statuses. To select a range of adjacent statuses, click the first status of the desired range of statuses, and then, while pressing the Shift key, click the last status of the desired range of statuses.
Click Add.
Repeat steps b-d as needed to add other statuses.
Note: To remove a status that you added, select that status in the lower list, and then click Remove.
Click OK.
End Status - To specify the ending appointment status that you want to use to determine appointment length (for example, Complete), do one of the following:
To use any status, select the All checkbox.
To select specific statuses, do the following:
Click the search button .
The Select Appointment Status dialog box appears.
If the list is long, to search for a status by ID, abbreviated description and/or description, do the following:
Click Search.
The options for searching appear in the upper list.
Enter the first character or more of a status ID, abbreviated description and/or description in the ID, Abbrev Desc, and Description boxes, respectively.
Click Show Results to view a list of matching statuses.
Note: To return to viewing the list of all the statuses, click Search, click Clear Search to clear the search criteria that you entered, and then click Show Results.
In the upper list, select one or more statuses.
Note: To select multiple statuses, click a status, and then, while pressing the Ctrl key, click the other desired statuses. To select a range of adjacent statuses, click the first status of the desired range of statuses, and then, while pressing the Shift key, click the last status of the desired range of statuses.
Click Add.
Repeat steps b-d as needed to add other statuses.
Note: To remove a status that you added, select that status in the lower list, and then click Remove.
Click OK.
Cap (in minutes) - The report displays the average length of time that elapsed between the selection of a Start Status and an End Status for appointments that lasted up to a specified number of minutes. In the box, enter the desired number of minutes (from 1 to 999) to exclude appointments that lasted longer than that from the calculation.
Remained in Status:
Status - To specify the appointment statuses that you want to view the duration of (for example, arrival, check in, or chair time), do one of the following:
To use any status, next to Status, select the All checkbox.
To select specific statuses, do the following:
Click the search button .
The Select Appointment Status dialog box appears.
If the list is long, to search for a status by ID, abbreviated description and/or description, do the following:
Click Search.
The options for searching appear in the upper list.
Enter the first character or more of a status ID, abbreviated description and/or description in the ID, Abbrev Desc, and Description boxes, respectively.
Click Show Results to view a list of matching statuses.
Note: To return to viewing the list of all the statuses, click Search, click Clear Search to clear the search criteria that you entered, and then click Show Results.
In the upper list, select one or more statuses.
Note: To select multiple statuses, click a status, and then, while pressing the Ctrl key, click the other desired statuses. To select a range of adjacent statuses, click the first status of the desired range of statuses, and then, while pressing the Shift key, click the last status of the desired range of statuses.
Click Add.
Repeat steps b-d as needed to add other statuses.
Note: To remove a status that you added, select that status in the lower list, and then click Remove.
Click OK.
Cap (in minutes) - The report displays the number of appointments that remained in the specified statuses longer than the number of minutes in the # of Minutes Appt Remained in Status Cut Off box but less than the number of minutes in the Cap (in minutes) box. In this box, enter the desired number of minutes (from 1 to 999) to exclude appointments that lasted longer than that from the calculation.
# of Minutes Appt Remained in Status Cut Off - The report displays the number of appointments that remained in the specified statuses for less than a specified number of minutes. In the box, enter your goal for the ideal, maximum number of minutes (from 1 to 999) that you want any appointment to remain in any of the specified statuses.
Click Save as Default to save the current settings for the next time you run the report.
Click Clear Defaults to revert the dialog box options to the original defaults.
Click Schedule to schedule a report job.
Click OK to preview the report.
Important information this report provides
Number of Appointments:
The number of late and on-time appointments that were scheduled.
The number of wait/will call and broken appointments.
Broken and Late Appointment Percentages:
The number of broken appointments divided by the sum of the number of broken appointments and scheduled appointments.
The number of late appointments divided by the number of scheduled appointments.
Remained in Status:
The number of appointments that remained in the specified statuses for more time than the specified goal but for less time than the specified number of minutes.
The number of appointments that remained in the specified statuses for less time than the specified goal.
The percentage of appointments that remained in the specified statuses for more time than the specified goal but for less time than the specified number of minutes.
Average Length - The average length of time in between the specified starting and ending statuses for appointments lasting up to the specified number of minutes.
