Calculations of the utilisation tool in Insights

  • 2
  • Question
  • Updated 4 months ago
  • Answered

We have been experimenting with the utilisation tool and have come across the below issues:

  1. DNA’s are currently being included as utilised time (in our opinion this should not be included)
  2. If you use a casual appt over the top of scheduled time, it recognised that time as unutilised time but should be recognised as utilised time (eg meetings)
  3. There should be an option of just a ‘note’ rather than a ‘casual appt’ as you are unable to place a casual appt over ruled out time and then no 2 happens
  4. Exercise/group classes – if there are 0 bookings in the group bookings, the tool thinks that it is a full slot
  5. If there is an appt over multiple time slots, does the utilisation tool, calculate it as one slot or multiple?

Feedback would be appreciated as we are really keen to get this tool working correctly for us.

 

CBHG team
Photo of Jess

Jess

  • 3 Posts
  • 0 Reply Likes

Posted 7 months ago

  • 2
Photo of Timothy

Timothy, Business Care Manager

  • 826 Posts
  • 245 Reply Likes
Hi Jess. Thank you for your feedback. I have addressed each of your points below.

1. We are happy to review how ‘missed’ appointments affect utilisation rates for a future upgrade.
2. You have the option to choose how casual appointments affect utilisation rates, see below.

3. See above.
4. As above, you can also choose how empty group appointments are considered.

5. The utilisation widget counts all available slots in a day and then calculates how many of these slots are booked/unbooked based on your filters. If an appointment in available time spans two slots, both slots would be considered as utilised.



Photo of Jess

Jess

  • 3 Posts
  • 0 Reply Likes
Hi Tim,

Thanks for the reply!  We have been playing around with your feedback but we are yet to be able to reconcile the % that are calculated.  Please see the below screenshots and advise (our settings are as per point 4 above)...




This calculation above is based on 11/13 = 84.6%, but we cannot work out where the 11 has come from.  There are 13 clots but 11 of them are filled with appts and there is a casual appt.  According to us, this should be 100%.  Why is this not happening?


Jess &the CBHG team
Photo of Timothy

Timothy, Business Care Manager

  • 826 Posts
  • 245 Reply Likes
Hi Jess. It's difficult to comment on this without knowing the configuration of your appointment book rules and the utilisation widget. It's best to open up a support case at www.smartsoft.com.au/support so that we can look into the specifics of this.
Photo of Jess

Jess

  • 3 Posts
  • 0 Reply Likes
Hi,

We have been doing some further work into this tool but we still have a few more questions:
  1. Is there/how far away is the discussion that there will be an option to select 'missed appointments' as utilised time?
  2. How does the tool calculation appointments that have been added to either the start or end of the scheduled time? When we select 'rules for available scheduler and manual appointments', our % obviously decreases because there are so many more appointment times available. What would you suggest to do to include these infrequent occasions?
Thanks
Corio Bay Health team :)
Photo of Timothy

Timothy, Business Care Manager

  • 826 Posts
  • 245 Reply Likes
Hi Jess. Thank you for your post.

1. This is yet to be approved a future enhancement. Our feeling is that the utilisation report provides information regarding the booked activity of a practitioner as compared to their total available time. Due to the last minute nature of missed appointments, practitioners are almost always unable to reallocate this time to something else and therefore the time has been consumed in this period, even if the patient has missed an appointment. We are happy to hear other opinions on this matter.

2. To provide a utilisation figure, it is important to define the time that a practitioner is available. Currently, the options are:

Rules available for scheduler. This refers to the following setting within Front Desk Appointment Book Rules:



Rules available for manual appointments. This refers to the following setting within Front Desk Appointment Book Rules:



Rules available for scheduler and manual appointments. This refers to the following setting within Front Desk Appointment Book Rules:



In regards to your question, I suspect that your utilisation rate decreases significantly as your widget is looking at rules that have ‘can make manually appointments in this period’ selected, which is including all unavailable time in the morning and the evening. 

I see two options here:

Firstly, you can define available time as ‘rules available for scheduler’ and include appointments booked in times with ‘can make manual appointments’ ticked as well (as shown below). In this case, you can see utilisation rates in excess of 100% as you’re including appointments outside of scheduled time.



Secondly, you can configure rules for unavailable time so that no appointment can be made, including manual appointments made by staff. This would require you to mark rules for these time periods as shown below. With rules set up in this way, unavailable time in the morning and evening will not affect utilisation rates.



If you require further assistance with this, please open a support case at www.smartsoft.com.au/support