The appointments report and the day sheet

One report, six modes, because the columns are much the same and a clinic flicks between them: who is in today, what did we lose, what never got closed off. Any clinic member can open it, so reception is never locked out of the list for the day.

The six modes

• Day sheet. The list for the day, by practitioner and time, with what is outstanding on each patient. This is the one that gets printed.
• All appointments. Appointments in the period, whatever became of them.
• Cancelled. Cancelled appointments, when they were cancelled, how much notice that gave and the reason given.
• Missed. Appointments nobody attended, with how often that patient has missed one.
• Not closed off. Appointments whose start time has passed and which are still sitting as confirmed.
• Awaiting a booking fee. Bookings held while the patient's reservation fee is outstanding.

The day sheet

The day sheet opens on today rather than the whole month, because it is printed at 08:00 and a month of it would be a hundred pages nobody prints. Every other mode opens on this month.

It groups the day by practitioner, in time order, and printing keeps each practitioner's block whole where the paper allows it, because a name split across a page break is how somebody gets missed. Each line carries the time, the patient and their phone number, the treatments, and the appointment's status. Cancelled visits are left out of the day sheet.

The last column is Before they sit down, and it is the reason the sheet is worth printing. It lists critical alerts and allergies on the patient's record, plus outstanding forms linked to that visit, including medical history or consent requests. It does not replace checking the full patient record. Where a check succeeds and finds nothing it says so; if a check fails, it says that forms, alerts or allergies could not be checked. A card at the top counts how many patients on the day need something.

What every mode has in common

• Every mode covers appointments whose start time falls in the period, cancelled ones included where the mode allows them, so the same period means the same thing whichever mode is showing.
• Diary blocks for lunch, admin and meetings are not appointments and never appear anywhere on this report.
• Imported appointments do appear: a migrated clinic's diary is mostly imported rows.
• A visit booked as several treatments is one line carrying that many treatments, because one patient sat in one chair once.

The page can show only part of a large result and displays a notice when it does. Export CSV can include more rows, up to 50,000. Use a shorter period if you need more.

Cancelled

Notice given is the appointment's start time less the moment it was cancelled, shown as days, hours or minutes. A cancellation made after the start time gave less than no notice and shows as late, rather than being flattened to zero, because a cancellation after the start time is a different thing from one made with notice. Reasons are shown exactly as they were typed: the reason box is free text, so what you read is what somebody wrote.

Missed

Beside each missed visit is a count of that patient's missed visits in the last 12 months. It uses the same rolling window and grouped-visit rule as the repeat no-show alert. The count is current; the alert is a stored warning raised when a no-show is recorded, so an older alert may need reviewing.

Not closed off

These are appointments whose start time has passed and which are still sitting as confirmed. Until one is marked completed or missed it counts as neither a completed visit nor a missed visit, so this list is the one to clear before you trust a month's figures.

Awaiting a booking fee

Bookings being held while the patient's reservation fee is still outstanding.