The Utilisation Report is an advanced report designed to calculate how much of a practitioner's available time on the appointment book is being utilised. This is achieved by defining utilisable time (i.e. time that can be utilised by the practitioner for appointments or other tasks) using the practitioner's roster. You will also define what should and should not contribute as utilised time.
This article covers:
Understanding Utilisable Time
Utilisable Time is directly related to the rules on a practitioner's roster. Specifically, when you create rules on a roster, you decide whether that time can be used for manual appointments, online bookings and/or the waiting list.
When setting Utilisable Time, the report will refer to the these settings on the roster to determine what you consider 'time available to be utilised' by the practitioner.
As a general rule, we recommend defining a practitioner's utilisable time based on slots available for online booking and the waiting list by using the filters below:
In most practices, online booking and waiting list availability will generally correspond to times practitioners are available to see patients, and will exclude breaks and meetings etc. Slots available for manual bookings are commonly used in case of emergency bookings or adding notes, but not for general availability.
Understanding Utilised Time
After defining Utilisable Time, you will need to decide what is considered Utilised time for comparison (i.e. what on the appointment is counted as 'utilised' time, for comparison with 'utilisable' time). The following options are available for Utilised Time:
Appointments - Choose which appointment types should count as utilised time.
Group Appointments - Choose which group appointment types should count as utilised time.
Empty Group Appointments - Should empty groups count as utilised time?
Notes - Should Notes count as utilised time?
Rule Outs - Should Rule Outs count as utilised time?
There is also a unique option to Count utilisation outside of Utilisable Slots, which means the report will count utilisation (following your selections above) even if this appears outside of what you've set as 'utilisable' time.
By manipulating the above filters, it's possible to determine how much time a practitioner has booked with a particular appointment type. For example, if you choose only your initial consult appointment type(s), you can determine what percentage of a practitioner's schedule contains initial consults.
Interpreting Report Results
After setting your preferred filters, click Generate Report. The results can also be exported as Excel or CSV.
Along with an overall percentage utilised figure, the results provide a breakdown of how many utilisable (available) and utilised slots the practitioner has in their schedule and an hourly figure based on their appointment book interval.
If you have enabled the Count utilisation outside of Utilisable Slots mentioned above, it's possible to see the utilisation percentage figure exceeding 100%. As the filter implies, it counts any appointments booked outside of slots you've defined as utilisable time.
For example, if you define utilisable time as slots available for online bookings and the waiting list, this filter will also count appointments in manual booking periods.
