Schedule Reports

OutSmart has one schedule-related report:

Report	Best for
Patient Appointment Report	A filtered list of appointments from the calendar — by date range, event type, status, patient, or practitioner — with totals and subtotals available through grouping

Accessed from the Reports page in the Main Navigation Menu under the Patient Reports category. Above the results table, the report shows two summary stats: Average Visits Per Patient and Number of Unique Patients. See Reporting Overview for the general workflow.

---

Patient Appointment Report

A row per appointment. The filter set differs slightly based on who is logged in — practitioners and admins see different scoping filters because they’re allowed to see different data.

The filter options are:

• Start Date — earliest appointment date to include. Leave blank to start from the earliest appointment in the calendar.
• End Date — latest appointment date to include. Leave blank to include up to today.
• Appointment Name — the event type. Restricts results to a specific appointment type (for example, Initial Visit or IV Therapy Session).
• Event Status — restrict to specific statuses, such as Cancelled or No Show.
• Patient — restrict to appointments with a specific patient.
• Event Location (practitioner accounts only) — restrict to a specific office. Practitioners see this filter because they may be at more than one office.
• Practitioner Involved (admin accounts only) — restrict to a specific practitioner at the current office. Admins see this filter; practitioners do not, because practitioners can only ever see their own appointments. Changing the selection refreshes the Appointment Name dropdown to include that practitioner’s personal event types alongside the office event types.
• Group By — group results by appointment property (event type, status, practitioner, date, and similar). Check Only Show Totals to collapse to subtotals and produce summary counts per group.
• Columns and Column Order — drag and drop to reorder, click × to remove a column, click the empty space to the right of the last column to add one.

What each role can see

• Practitioners see only their own appointments. There is no filter to choose another practitioner — the report is hard-scoped to the logged-in practitioner. They can still choose the office (when they belong to more than one) via Event Location.

Note

If you’re logged in as a practitioner and need a clinic-wide appointment count (for example, “how many initial visits did the office do last month”), you have two options: ask your admin staff to run the report, or have the office owner grant you Full Patient Report Access from the clinic-members area. With that permission, the Patient Appointment Report opens up the same way it does for admins.

* **Admins and office owners** see appointments for the office they’re logged into. They can optionally narrow to a single practitioner via the **Practitioner** filter, or leave it blank to see every practitioner in the office. * **Practitioners with the Full Patient Report Access permission** see the same data as admins for the office where they have that permission. The Full Patient Report Access setting is granted by the office owner or admin staff from the clinic-members area.

Sample — Cancellation count by event type for the month

How many no-shows and late cancellations the clinic had this month, broken down by event type.

1. Set Start Date to the first of the month and End Date to the last day of the month.
2. Set Event Status to the full set of cancellation statuses: No Show, Cancelled without notice, Cancelled with notice, and Cancelled.
3. Set Group By to Appointment Name and check Only Show Totals.

The result is one row per event type with the cancellation count for the month.

Sample — Appointment volume per practitioner

Total appointments per practitioner over a period — useful for capacity planning and staffing reviews.

1. Set Start Date and End Date to the period.
2. Leave Event Status blank to count every appointment, or restrict to Attended statuses if you only want completed visits.
3. Set Group By to Practitioner and check Only Show Totals.

Run as an admin to see every practitioner. Practitioners running this report see only their own count.

Sample — Daily appointment list for a specific event type

Every booking for a specific event type on a single day — useful for prepping room setups or pulling charts ahead of a clinic day focused on one service.

1. Set Start Date and End Date to the same day.
2. Set Appointment Name to the event type.
3. Leave Group By blank so every booking is listed individually.
4. Add useful columns: Patient Name, Practitioner, Start Time, Status.

---

Related Pages

• Reporting Overview — how to access reports, configure filters, and save custom reports
• Patient Reports — patient lists by demographic or appointment activity (returns patients, not appointments)
• Daily Schedule Printout — a quick daily schedule from the dashboard, separate from the reports system
• Downloading Report Data — save any report as a CSV spreadsheet