The Appointments By User report is intended to show both past and future trends of scheduling and opportunities for improvements. There are often production goals associated with scheduling and appointments that can be strategically placed in order to meet these goals.
This report can be used to find the count of appointments, appointment details, and production for appointments that were created by each user. This report shows real-time data and is available in two views: Summary and Detail View.
Competitor Reports
- List of Appointments by User (Open Dental)
Use Cases
- Analyze scheduling trends of users.
- Review past performance of appointments at the user level.
- To monitor scheduled production and average scheduled production against appointments created by users.
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.
The Summary View shows the total count of appointments that were created, the scheduled production, and the average scheduled production, either by appointment location or by the user who created the appointment. Users have the flexibility to view the report by the user who created the appointment or by appointment location.
Let's explore the filters:
| No | Filters | Description |
|---|---|---|
| 1 | Group By* | The report can be grouped by the user that created the appointment or by the appointment location. |
| 2 | Created Date* |
Appointment by User report is dated by the appointment creation date. The date range can be selected for a maximum of 1 year. *By default, the date range will be Today. |
| 3 | User* | Select the user(s) to focus the report on appointments that were created by the selected user(s). |
| 4 | Location | Select the location(s) to focus the report on the appointments in the selected location(s). |
| 5 | Prod. Type | Choose to focus the report based on the selected Production Types. |
| 6 | Patient Flag | Choose to focus the report based on the patients with the selected patient flags. |
| 7 | Patient | Choose to focus the report based on the selected patients. |
| 8 | Appointment Flag | Checkmark the desired appointment flags from the the drop-down list. |
| 9 | Exclude Inactive/Duplicate Patients | Select this option if you would like to exclude Inactive/Duplicate Patients from the report. |
Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.
Generation/Download Criteria
- Due to data volume, reports with date ranges exceeding 1 month or users exceeding 10 users will not be generated on-screen.
- Reports meeting these criteria will be accessible in the Scheduled Downloads section.
Result - Summary View
Now, let's take a look at the results of the Appointments By User Report (Summary View)
- Location: The location in which the appointment is/was scheduled.
- Appt. Count: The number of appointments booked under the selected criteria.
- Sched. Production: The dollar amount scheduled to be produced by the treatments included in these appointments.
- Avg. Sched. Production: The average amount scheduled to be produced by these appointments. This is calculated by dividing the amount of scheduled production by the number of appointments scheduled.
- User: The user who created the appointment in the system.
Click on the blue-colored entries to view more information on the corresponding entries.
The detail view shows the patient-level information and 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 | Created Date* |
The Appointment by User report is dated by the appointment creation date. *By default, the date range will be Today. |
| 2 |
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 Appointment Booking feature or both. |
| 3 | User* | Select the user(s) to focus the report on appointments that were created by the selected user(s). |
| 4 | Location* | Select the location(s) to focus the report on the appointments in the selected location(s). |
| 5 | Appt. Mode* | Generate your report data based on the selected appointment modes. You can choose to view the appointments as In-Office appointments or Tele-appointments or both. |
| 6 | Prod. Type | Choose to focus the report based on the selected Production Types. |
| 7 | Patient Flag | Choose to focus the report based on the patients with the selected patient flags. |
| 8 | Patient | Choose to focus the report based on the selected patients. |
| 9 | Appt. Status | Choose to focus the report based on the selected status of the appointment. |
| 10 | Appointment Flag | Select the desired appointment flags from the drop-down list. |
| 11 | Columns* |
Choose the columns you wish to see in this report. *By default, all the columns excluding carrier and scheduled patient production will be selected. |
| 12 | Exclude Inactive/Duplicate Patients | Select this option if you would like to exclude Inactive/Duplicate Patients from the report. |
Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.
Generation/Download Criteria
- Due to data volume, reports with 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's take a look at the results of the Refer In Report (Detail View).
- User's Name: The user that created the appointment in the system.
- Sched. Date: The date on which the appointment was created in the system.
- 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.
- Location: The location in which the appointment is/was scheduled.
- 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.
- Carrier: The insurance carrier associated with the patient's insurance plan.
- 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 Appointment 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. Patient Prod.: The Scheduled Patient Production is calculated as the sum of the patient estimates of the codes linked to the appointment. This is a frozen value and helps you compare the scheduled value and the actual value of the patient's 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: The date when the appointment was marked as cancelled or no show.
- Cancel/NS (No Show) By: The user who cancelled the appointment.
If users in your practice cannot use this report, please ensure that the relevant permissions are enabled.
To enable Permissions for the Appointments by User Report:
- Navigate to the System Menu > Practice Settings > Administration > Profiles.
- Click Manage Permissions for the intended profile.
- Select Insights.
- Select the Generate Appointments By User 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 customize reports to meet specific needs.
Click here to explore the complete list of permissions and their descriptions.