Arrival Log Report

Run the Arrival Log report to see your Patient Tracker activity for any range of dates. Most offices run the report for today or yesterday, but it can be run for any past date range. You will receive information such as patient name and procedure code, when the patient arrived / was seated / exited, how long they waited, and the actual amount of time their appointment took. In addition, the end of the report includes a summary of the data by procedure code, doctor, office, and assistant. This information is useful in determining for how long an appointment procedure should ideally be scheduled.

Run This Report

1. Open the Report - Home ribbon bar > Reporting section > Reporting > Appointment > Arrival Log > Run. (You can also use the Search field to find the report you want to work with.) You might also be able to run this report from your Recent Reports or Quick Reports list. See "Run Reports" for details.

   

2. Report Settings - Select the options to use for choosing records and generating this report. Choose carefully, as your selections will affect which patients are included in the report. (If the settings panel is not visible, click the Show/Hide icon in the upper left corner of the Reporting window.)

   Start / End Dates - Choose the range of dates to include on this report, or select a single date for both the Start Date and End Date fields to run the report for an individual date. You can type a date in the fields, or click the calendar icon to select a date. Your selected date or date range will appear just under the report title when you view your report; if you select a date that is not today, this date will be different than the run date that appears in the report header.

   Procedure - Select one or more procedures to include on the report, or choose to include "All".  If you select "All Procedures", any individual procedures you previously selected are de-selected automatically, If you then re-select an individual procedure, the "All" option is de-selected automatically.

   Assistant - Choose to include only the records for a specific assistant, or include the records for all assistants in your practice.

   Group By - Select to group the appointments by procedure or assistant. The average number of minutes appointments went over or under the scheduled time is included at the bottom of each group. Or, choose to list the appointments on the report without grouping them.

   Calculate Wait By - Choose to calculate the Wait column by either the arrival time (the time the patient signed into your office), or the scheduled appointment time, along with the time the patient was flagged as seated.

   Office - Choose to include only the records for a specific office, or include the records for all office locations in your practice.

   Orthodontist - Choose to include only the records for a specific orthodontist, or include the records for all orthodontists in your practice.

3. Subgroup - Select the subgroup to use when generating this report. Only records that fit your selected subgroup as well as all other report parameters will be included. See "Subgroup Editor" for details. To include all records that fit the other report criteria, select None. The report will display the name of your selected subgroup just under the report name, so you know which criteria was used to generate the results.

4. View Results - If needed, click View at the top of the report settings panel to view the results on your screen. When you run a report or form from your Recent Report list, or when you run a Quick Report, the initial results are sent to your screen immediately, with one exception: A Quick Report that has the Print Only option enabled will not show your results on the screen at all, but continue with the printing options.

5. Manage Options and Output - With the results on your screen, you can choose different report settings from the left side of the screen and click View again to obtain different results. In addition, you can manage the output with the toolbar at the top of the report window. See "Use Report Results" for details.

More Information

Report Title & Header - Whether you view the report on your screen or print it, the report title and run date appear in the header of each report page. If you used subgrouping or other report options, the subgroup description appears just under the report title so you know which criteria was used to generate the results.

Report Column Descriptions - The Scheduled column indicates for what time the patient was scheduled, while the Arrived column indicates the time at which the patient was signed into your office. Offices who flag patients as Seated will see that time in the coordinating column. Similarly, patients who have either been rescheduled or flagged as Exited will show in that column.

Open Patient Folder - While viewing the report, you can click a patient name that appears on the report to open that patient folder.

Use Arrows to Re-sort Report - While viewing the report on your screen, use the up / down arrow to the right of a column heading to re-sort the report according to that column’s criteria. Click the arrows a second time to sort that column in reverse order, or click the arrows beside a different column to change the sort order again.

View Arrival Log Data - You can view the Arrival Log data for any date by enabling the Arrival Log option from your Scheduler's List View mode. See "View Detailed Appointment List" for details.