What can I use the Appointments report for
The Appointments Report is another example of Dentally's great reporting tools. It allows you to see data from appointments including:
How many patients book online.
How many patients were seen within a certain timeframe eg this week.
How many appointments were cancelled and the cancellation reason.
How long patients are in the waiting rom.
How long patients are in surgery.
You can use the many filters to fine tune what information you are reporting on.
How to use the Appointments report to fill my diary?
You can fill you diary using the 'Appointments' report by filtering for patients who have the status of cancelled or FTA'd on a recent appt and then use the future filter to find those without a future appt booked. We have a dedicated guide on this here for you to explore.
Where can I find the Appointments report
Navigate to the 'Reports' menu from the toolbar in Dentally.
Scroll down the the Appointment section.
Click into the 'Appointments' report.
How to read the Appointments report screen
After selecting a filter it will automatically update the report as you go.
If you see a 'Note' ✏️ icon, this means the appointment has notes attached.
If you see the 'via API' ⚡️ icon this means the appointment was booked via Dentally's online booking services.
Can I export my Appointments report
If you wish to further filter or share the report you can use the 'Export' button in the top right to save the report in its current state as a CSV spreadsheet.
📝 Please note: You can only export up to 31 days' worth of data at any one time!
Once you have opened your exported report in a program such as excel or sheets, you will notice there is now some additional data available, you should now be able to see columns for:
Duration of Appointment: as set in 'Settings' and 'Treatment and Plans'
Wait duration: How long the patient was in the waiting area. Which equals the time between the patient being marked as 'Arrived' and that changing to 'In Surgery'. A minus figure shows the patient arrived and was seen early.
In surgery duration: The difference between the start of the 'In surgery' time and the time the treatment was marked as 'Completed'.
🚨 Important: When exporting and sharing data within your practice you should always make sure that patient confidentiality is at the forefront of your mind. Be conscious of who has access to this data.
Dentally cannot guarantee security of any data once it has been exported and shared from Dentally.
Full breakdown of the Appointments report filters
Filters are set on the left hand side of the Appointments Report. The current filters are as follows:
Date: Allows you to set which date you are reporting from. Either the 'Appointment' date of the 'Booked' date.
From and Until dates: You can select any dates to see the report on screen, but no more than 31 days if you intend to export it.
Location: Used to select a specific location if you are a multisite.
Status: Allows you to filter on the appointment status.
Cancellation Reason: This filter only appears if you set the status to 'Cancelled'. You can configure your cancellation reasons from your Settings.
Practitioner: Allows you to filter by practitioner or by all.
Future: Set Future to with or without a future appointment.
Patients: Allows you to filter on slots if the appts had patients assigned or not.
Reasons: Filer on specific appointment reasons.
Rooms: Use this to filter on rooms if you use them.
Payment Plans: Filter on the payment plans that you have set up.
Booked by: Select a member of staff if you want to see who exactly booked which appointments.
Booked Online: Select 'Yes -via the API' if you want to see all appointments booked using the Online Appointment Booking system.