Reporting

Reports show what happened to appointments after the reminders went out: who attended, who didn’t, who confirmed and who cancelled. They are the evidence of whether reminders are reducing DNAs (Did Not Attend). Reports also cover client groups, text messages and waiting lists.

All reports are on one screen in the Reports area, and every report is run the same way. Start with Running Reports. It covers the steps, the formats and filters, and which appointments your permissions let you report on.

Appointment reports

• Appointments List: one row per appointment, in a standard version or with client contact details.
• Appointments Summary Report: the main attendance report, with DNA and UTA figures by department, user and client.
• User Appointment Report: each user’s appointments, client by client.
• Appointment Type Summary: activity and DNAs for each appointment type.
• Appointment SMS Reminders Summary: reminders sent, reply rates, and confirmations against cancellations.
• Room Report: bookings and DNAs for each room and resource, by department and user.
• Room Usage Report: time booked against time used in each room and resource.

Client reports

• Clients List: client records with contact details and group memberships.
• Client Group Summary: the members of each client group.
• Client Group Change Summary: clients joining and leaving each group, month by month.

Message reports

• SMS Message List: every text message in a period, as a CSV file.

Waiting list reports

Working the list:

• Breach Alert: entries approaching or past their breach date, most urgent first.
• Awaiting Scheduling: clients still waiting with nothing booked, earliest breach date first.
• TCI List: entries with a TCI date, grouped by date.
• Suspended Entries: current suspensions, longest first.
• Assigned User Workload: entries per user by status, with unassigned entries first.

Figures for returns and meetings:

• Status Summary: the number of clients in each status.
• Patients by Location: client counts per location by status.
• Waiting List Summary: one row per list with status counts, breaches and waits.
• Waiting Time Statistics: average and maximum waits by list and priority.
• Waiting Time Bands: client counts in three-month bands.
• Longest Waiting by Status: the longest-waiting client in each status.

Performance over time:

• Breach Rate: the percentage who breached in the last 12 months.
• Average Wait to TCI: days from joining to the TCI date, last 12 months.
• Additions and Removals: clients added and removed in the last month, with removal reasons.
• Activity Log: every change to waiting list entries in the last month.

For a quick check without generating a report, filter the Appointments List in the Appointments area by date range and attendance status.