The Appointments Report

How to use the Appointments Report to help fill your diary, track cancelled appointments, online bookings, and patient waiting times

Shelley Withington avatar
Written by Shelley Withington
Updated over a week ago
Dentally Appointments Report icon

The Appointments Report is another example of Dentally's great reporting tools. It allows you to see data from appointments

  • how many patients booked online

  • how many appointments were cancelled and cancellation reasons

  • how long patients are in the waiting rom

  • how long patients are in surgery

Use it to fill gaps in your appointment diary, monitor and manage practitioner efficiency, for example.

Use filters to see the data you are looking for.


Set the filters on the left hand side of the Appointments Report :

Dentally Appointments Report with filters
  • Date - Appointment filters by the date the appointment was set to occur

  • Set the From and Until dates - N.B. You can select any dates to see the report on screen. If you want to Export the data, you will need to select 31 days and no more. If you wanted 3 months worth of data, you would need to select each month and export each month individually.

  • Select the Location if applicable

  • Status - Set the Status - completed, or cancelled, for example

  • If you select Status as cancelled, a new field - Cancellation Reason - appears. Set the Cancellation Reason. The Cancellation Reasons are taken from your Settings > Diary.

  • Practitioner - Set the Practitioner if you want to see one set of appointments

  • Future - Set Future to with or without a future appointment. If you use this filter in conjunction with cancelled, you will be able to see those patients who cancelled but have no future appointments, so that you can contact them to re-book an appointment.

  • Patients - set to with or without patients. If you set to "without patients" you will be able to see the appointment slots which were not allocated to patients, and empty.

  • Reasons - select appointment reasons

  • Rooms - select rooms

  • Payment Plans - set the payment plans that you have set up in your Settings > Treatments

  • Booked by - Select a member of staff if you want to see who exactly booked the appointments

  • Booked Online - Select Yes -via the API if you want to see all those appointments booked using the Online Appointment Booking system.

Cancelled Appointments

You need to use the filters in the Appointments Report to show the cancelled appointments. You cannot see cancelled appointments on the calendar because once the appointment has been cancelled, they automatically come off the calendar.

Cancellation Reasons

The Appointments Report allows you to see a list of all appointments that were cancelled between a set of dates. You can also filter by Cancellation Reason, including those you have set up in your Diary Settings.

To learn more about cancellations and the Appointments Report, take a look at our webpage on Patient Cancellation Information.

To find out how can I get a list of all patients who were cancelled due to the practice being closed take a look at our webpage tutorial here.

Export data

The data on screen gives a small snapshot of the data available via the Appointments Report. To gain access to this extra data, you need to Export the report.

N.B. Please note that while you can see any length of time on screen, you can only export 31 days' worth of data at any one time.

Dentally Appointments Report Exported Data showing Duration, Wait duration, in surgery duration

When you export data, you download a .csv file which you open in a spreadsheet, such as Excel.

N.B. Please ensure that patient confidentiality is maintained throughout. Be careful who has access to this data. Dentally cannot guarantee security of any data once exported from Dentally.

The column headings will allow you to see the additional data you are looking for, in this instance. You see

  • Duration of Appointment - as set in Settings > Treatments

  • Wait duration - how long the patient was in the waiting area - the time between the patient had been marked as "Arrived" and "In Surgery". A minus figure shows the patient arrived and was seen early

  • In surgery duration - the difference between the start of the "In surgery" time and the time the treatment was marked as Completed.

You can further filter exported data by Practitioner if you so wish.

Appointments Report

To learn more about the Appointments Report and how you might use it, we have a number of support information and tutorial webpages for you to refer to.

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