Generate and interpret this report to track Report Purpose: Track statistics on how well your practice has kept to the configured Appointment Workflow.
This report is part of the Practice Management category group and it has the following description: "Review number and percentage of appointments completing the required workflow with failures reported by workflow actions, users and patients."Tip: Use the Preview feature for a quick on-screen view of the report.
Report requirements
The report will only be displayed in the reports list when the Appointment Workflow feature is enabled.
It requires an historical audit trail (actions by participants) for data.
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It can be
Set as a favourite for quick access.
Scheduled.
Previewed on the screen.
Printed.
Exported to .CSV format, which can then be viewed in spreadsheets such as Microsoft Excel.
Emailed.
Run per Location (if the practice uses Locations).
To generate the Appointment Workflow Compliance Report
Select Administration > Reports
Select Appointment Workflow Compliance from the list of reports:
After a few seconds the report configuration screen displays:
(If the practice uses Locations)
(If the practice uses Locations) Specify a Location.
This will cause the report to be run just for that Location.You can repeat the reporting procedure for each Location.
Configure the fields, then select either Print, Preview, Email or Export.
Report format:
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The practice setup in the configuration wizard and the items that were required to be completed per patient.
The remaining options are Mobile Number not Collected, Email Address not Collected and Custom Option not Completed.
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From EXACT v11.3 SP3 the report includes figures for planned treatment online appointment booking. This is where a patient will not or cannot book further planned treatment while departing through reception, so the Receptionist issues a web page address for later patient online self-booking. Such planned treatment cases are technically "failures" to secure the booking in reception. An entry of "OLB Link Sent" displays against the failure for that Patient, along with the Total Count of "OLB Links Sent" which displays in the header of the report.
From EXACT v12.10 the report includes figures for Marketing Consent - where Receptionists are prompted (at Arrival and possibly also at Departure) to capture patient consent to the practice sending them marketing-related information.
IMPORTANT: Each appointment's actions are checked for completion on the same day as the appointment, so any action postponed to another day will be audited as incomplete / failed. For example, If the patient had an appointment on Monday but came back on Tuesday to make a payment, the report won't record the payment as completed. So, If you have to postpone an action, try to postpone it for later on the same day.
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Report layout
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The Report Summary area:
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Columns:
Action required | These are the actions that the receptionists were required to perform, as listed on the Departure Task List. |
# Required | The total number per action type, including those that succeeded, failed and were postponed. In the above example for the Book Planned Treatment action: 20 failed + 79 Succeeded + 1 Postponed = 100 |
# Failed | The number that failed per action type. Failures are the number of appointments where practitioners did not click on 1 or more of the custom option links in the workflow, when they were required to do so. |
% Failed | The percentage that failed per action type. |
# Succeeded | The number that Succeeded per action type. Successes are counted as the number of appointments where a practitioner clicked ALL of the custom option links in the appointment workflow, when required to do so. |
% Succeeded | The percentage that failed per action type. |
Postponed | Custom description of the postponed action. |
# Postponed | The number that were postponed per action type. |
% Postponed | The percentage that were postponed per action type. |
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