Report that gives percentange of booking capacity?

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  • Updated 1 year ago
  • (Edited)
Is there a report that gives the clinic's percentage of total bookings (ie on any given day / mnth / period selection, how close to maximum booking potential is the location running at)?
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Matt Lehoczky

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Posted 3 years ago

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Kirsty

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... that would be really helpful. We currently do this all manually for our KPI reports.
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NewPsych Reception

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I agree, this would be great. We also do this manually.
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Sue DuPlessis

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this is something we would love to be able to do.
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Andrew, Community Manager

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Hi Matt

The closest report to what you are requesting is the Time Management Report.



This report will show you the hours each practitioner has had appointments booked over a period of time.  As you can see below this can be filtered to particular practice groups or practitioners, and has additional options regarding casual appointments and group appointments.

To help show how the time is being used, the breakdown of hours can be either by Item Code or Appointment Type.



After previewing the report, you can take the total hours of either an individual practitioner or the practice as a whole and use that against the total number of hours worked to get a percentage.



In this example I want to know Jeremy Barker's percentage of time spent with patients over August. Jeremy is part-time and worked 40 hours in August, and as the report shows spent 19 hours with patients.

19 / 40 = 0.475
0.475 * 100 = 47.5

Answer: 47.5%

There are also easy calculators available on-line such as http://www.iswhatpercentof.com/ where you can enter your values and get a quick answer.

I hope this helps.  I have now converted your post to an Idea so other users can express their interest in adding more specific functionality for reporting these percentages.
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Matt Lehoczky

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Thanks  Andrew,

From the above example, to calculate the 40hrs that  Jeremy did work in August, do we simply include the 'casual' and 'group' appointments in the report or did you calculate that manually?
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Andrew, Community Manager

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Hi Matt

The 40 hours isn't something calculated in Front Desk, but would be based on the total working hours of the practitioner in general.



If I were to run the report again, but this time deselect Exclude Casual Appointments and Exclude Group Appointments, the total reported hours Jeremy is booked with patients will be higher because more appointments are included. 

As you can see below our 19 hours with patients has become 22 hours and 40 minutes


The Group Appointments count as single appointment option can be selected if you want to count the group booking as a single appointment, otherwise it will count each of the individual appointments within the group.



For example, the group appointment below is a one hour booking with three patients, which could be reported as a single hour or three hours depending on your preferences.

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Matt Lehoczky

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Thanks Andrew,

Had suspected this was the case but wanted to make sure.

Many of the practitioners in our clinic are casual and work highly variable hours, therefore make calculating the above a manual task (it often changes by the day due to parental requirements etc). It would be great to report on their total availability (excluding lunch breaks / leave / casual appointments etc) so as determine the percentage of maximum booking capacity from the above.

Very much appreciate your responses. Thanks again.

Matt
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Rae-Ellen Graham

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Hi Matt,
Have you been able to improve on your utilisation rate reports since you had this discussion 1 year ago?
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Sue DuPlessis

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We use 4 Rooms and have 12 Psychologists, as previously requested, it would be great if we could produce a Report which shows the utilisation of each Resource (i.e., Room).  It would help us to see at a glance if we have 1 room too many.  And what the percentage each Room usage is. 

Thanks, Anita
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Rachel Bruce

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We would love to be able to do this on a practitioner level.

It is quite cumbersome at the moment having to manually tally the hours worked to be able to determine that figure manually to be able to utilise the time management report information to work out percentage of available time being booked