Appointments summary report
Why this matters
This is the report to use for DNA (Did Not Attend) rates. It turns the statuses set on individual appointments into attendance figures, department workloads and per-user activity. Those are the numbers a service needs for capacity planning and clinical audit, and to show what reminders are doing to non-attendance.
How to record attendance in the first place is covered in Attendance and DNA.
Before you start
- Set attendance statuses on appointments. An appointment with no status appears as No Status.
- The department summary appears only if the account has departments.
Options
| Option | Choices |
|---|---|
| Formats | View, CSV, PDF |
| Dates | From: and To: |
| Filters | Users, Types, Rooms, Departments, Confirmed, Attendance |
See Running Reports for the steps.
What it contains
The report reads from the top down, from account-wide totals to per-client detail.
Charts
| Chart | Breakdown |
|---|---|
| Attendance | No Status, Completed, Contacted, DNA and Contact Failed |
| Confirmation | Appointments by confirmation status |
| Appointment Count | New Clients against Repeat Clients |
The attendance chart uses reporting names: Completed is Finished and Contacted is Was Contacted. Appointments still marked Is Waiting or Is Active are left out of the chart.
Department Summary
Shown only if the account has departments. There is one row per department, limited by the Departments filter.
| Column | Meaning |
|---|---|
| New Appt | Appointments that were the client’s first |
| Repeat Appt | All other appointments |
| Duration | Appointment time in minutes |
| Units / 5m | Appointment time in 5-minute units |
| DNA | Did Not Attend count |
| UTA | Unable To Attend count |
User Summary
One row per user.
| Column | Meaning |
|---|---|
| SP | Y if the user is a service provider (has Can Take Appointments) |
| #Created | Appointments the user created, for anyone |
| #Taken | Appointments the user was booked to see |
| #New | New appointments |
| #Repeat | Repeat appointments |
| DNA | Did Not Attend count |
| UTA | Unable To Attend count |
User Breakdown
One section per user, then a table of that user’s clients with Client, New Appt, Repeat Appt, Duration, Units / 5m, DNA and UTA. The total row for each user also gives the DNA and UTA rates as percentages. A client row is highlighted in red if the client has a DNA.
This section is also available on its own as the User Appointment Report.
The CSV file
The CSV file has one row per user and client, with the columns From, To, User, Client, Total New, Total Repeat, Total Duration (minutes), Total Units (5min), Total DNA and Total UTA. It contains the User Breakdown figures, not the charts or summaries.
How the figures are worked out
- New and repeat. An appointment is new if it falls on the date of the client’s first appointment. Every other appointment is a repeat.
- Units / 5m. The duration divided into whole 5-minute units. An appointment shorter than 5 minutes counts as 0 units.
- DNA and UTA come from each client’s own attendance and confirmation status. A group appointment adds one DNA for each client in it who didn’t attend. The same rule applies in every section, so the department, user and client totals agree.
What to watch for
The Department Summary is missing The account has no departments set up. The section only appears when departments exist.
User totals add up to more than the account total An appointment with two service providers appears under both users, so adding up the User Summary rows counts it twice.
Counts are lower than the Appointments List shows for the same dates A filter is restricting the report, or your permissions are. The report header lists the filters used. See Running Reports.
A department or user you expected is not listed The Departments and Users filters control which rows appear. Clear the filter or add the missing entry to it.