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Appointments Reports

What’s the Appointments Report?

Jane keeps track of everything related to appointments, from online bookings to arrivals.

The Appointments Report shows a list of past and future appointments, including patient name, clinic location, treatment, appointment date, and booking date.

You can find the Appointments Report by heading to Reports > Appointments

What’s included in the Appointments Report?

The results of the Appointments report can be filtered by clinic location, practitioner, chart status, appointment state (e.g., “Booked Online,” “Cancelled,” “Arrived,” etc.) and date range.

Filtering by Appointment State

Let’s say you are hoping to see a list of any no-show appointments, or any appointments that were cancelled this month.

Using the Appointments report, you’ll be able to bring up all of the appointments for a particular date range, and in the State column, Jane will indicate the status of the appointment. Select to filter by whether the appointment was cancelled, no showed, booked online etc.

You could even export the list as an excel file for your reference in case you’d like to sort or analyze the information further. This is helpful if you are interested in the total number of appointments as you can export all of the information to a spreadsheet file to have the software tally up the numbers for you.

Reports can be exported to an Excel file or CSV using the “Export” button. Excel is a great tool for manipulating data! You can learn a few tips and tricks in this handy guide: Working with Excel

💡A friendly reminder that often, the exported version of a report will include some additional detail about the data you are working with. With the exported version of the Appointments Report, cancellation dates and reasons are also included.

Filtering by Chart Status

The Appointments report also includes a column that displays chart status. As long as you are charting from the Day view or are ensuring that the appointment is selected when you create a chart note, then Jane will link the chart entry with the appointments. You can learn more about this here: Sign and Lock Workflow

It can be filtered by date range and by practitioner. This will allow you to generate a list of appointments that have yet to have a chart associated with it, so that you can go back and finish them up!

💡 Pro Tip: Any blue text is clickable in Jane. Clicking on the appointment date will bring up the appointment panel, where you can view billing details or jump to the schedule view. You can also jump directly into a patient profile by clicking on the patient name inside this report.

Frequently Asked Questions

What does Jane consider a “First Visit” when I filter the report using this status?

The “First Visit” status will bring up all appointments that represent a patient’s very first appointment at the clinic. These sessions will have the First Visit label on the appointment block when viewing them from the schedule.

If a patient has visited the clinic in the past, but is seeing a different practitioner for the first time, this appointment would not be considered a “First Visit”.

If you are interested in the number of new patients for a specific practitioner, check out our guide on the Practitioner Dashboard, under the Patient Metrics section.

What is the “Checked In” status?

These are appointments where the patient has used Jane’s Self Check-In feature to indicate that they have arrived for their session.

I filtered my appointments by “No Chart”, but when I go to look at the patient’s charts for that day it looks like I had completed a chart entry!

Jane will associate a chart with a particular appointment if the entry had been started from the practitioner’s Day Sheet. An appointment falls under the “No Chart” category if there is no connected chart entry associated with that particular session.

Charts can also be started by visiting the patient’s Charts tab directly, however Jane will not know for certain which appointment this is associated with.

If you’ve forgotten to chart from your day sheet, you can assign your chart to an appointment, or change the appointment that it’s currently assigned to from the drop-down at the top right corner of the entry.

Once a chart has been associated with an appointment, you’ll notice a new calendar icon displaying on your charts, letting you know that this chart is attached to an appointment.