> ## Documentation Index
> Fetch the complete documentation index at: https://docs.decodahealth.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Appointment Reports
> Track appointment volume, value, cancellation rates, and booking sources across your clinic.
**Where to find it:** Go to **Analytics** and select **Appointment Dashboard** from the dashboard picker at the top of the page.
The Appointment Dashboard answers the questions clinic owners and front desk staff ask most often: How busy are we? Which services are most popular? Are patients actually showing up?
## What the Key Metrics Mean
When you group appointments (by provider, location, service, etc.), the table shows summary metrics for each group. Here's what each one tells you:
| Metric | What it means | Why it matters |
| ---------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Total Value** | Combined dollar value of all appointments in the group | Shows revenue potential -- though keep in mind this reflects what was booked, not necessarily what was collected |
| **Avg Value** | Average dollar value per appointment | Helps you understand the typical value of each visit |
| **Online %** | Percentage of appointments booked by patients online | A high number means your online booking is working well; a low number might mean patients prefer to call, or don't know online booking exists |
| **Cancelled %** | Percentage of appointments that were cancelled | Helps you spot services or providers with unusually high cancellation rates -- if you see a spike, it might mean patients are finding better options or that scheduling is too far out |
| **No Show %** | Percentage of appointments where the patient didn't show up | Persistent no-shows cost you money; this helps you identify which patients, services, or time slots have the worst no-show rates |
| **Cancelled Recovery Count** | Count of cancelled or no-show appointments where the same patient booked another appointment within 30 days | Shows how often your team recovers visits that would otherwise be lost |
| **Cancelled Recovery Rate** | Percentage of cancelled and no-show appointments where the same patient booked another appointment within 30 days | Helps you compare follow-up performance across providers, services, locations, or time periods |
| **Prebook Rate** | Of the completed appointments, the percentage where the patient had an active next visit for a future date on the calendar by the end of the appointment day. Appointments already booked before the visit count. Same-day walk-in add-ons, cancelled follow-ups, no-shows, and second services booked during the same visit don't count | Shows how consistently completed visits have a next appointment already scheduled |
| **New Patients** | Count of first-time patients | Useful for measuring marketing ROI -- are your campaigns bringing in new people? |
| **Unique Patients** | Count of distinct patients (not repeat visits) | Tells you how many different people you're seeing, not just how many appointments you have |
When viewing individual appointments (with "Group By" set to none), the table shows additional columns for **Start** and **End** times, and the Online, Cancelled, No Show, Cancelled Recovered, Prebooked, and New Patient columns show a checkmark icon instead of percentages. Point to a checkmark to see details like the appointment time, services, cancellation reason, or next visit. Click a checkmark to open the appointment or next visit in the patient sidebar. The **Unique Patients** and **Cancelled Recovery Rate** columns are only visible when grouping is applied.
**Prebook Rate vs. Cancelled Recovery Rate:** These measure different things. **Prebook Rate** is the percentage of completed visits where the patient had an active future appointment on the calendar by the end of the visit day, including appointments booked before the visit. **Cancelled Recovery Rate** is the percentage of cancelled and no-show visits where the patient booked another appointment within 30 days.
## Commonly Asked Questions
### How many new patients did we get this month?
| Setting | Value |
| -------------- | -------------------------------------------------------------------- |
| **Date Range** | This Month |
| **Filters** | Patient Type = New Patients |
| **Group by** | Month (to see the trend) or Provider (to see who's bringing them in) |
Use the **Patient Type** filter to isolate first-time visits. Group by Month to compare against your marketing spend, or by Provider to see which team members are attracting new patients.
### Why are patients cancelling?
| Setting | Value |
| -------------- | ------------------- |
| **Date Range** | Last 3 months |
| **Filters** | Status = Cancelled |
| **Group by** | Service or Provider |
**Special behavior:** When you filter by **Cancelled** status only, the table automatically shows **Cancellation Reason** and **Cancellation Date** columns and hides Online % and No Show % (since they don't apply). This makes it easy to scan why patients are cancelling without having to manually adjust columns.
## Filters
Narrow your results with these filters:
| Filter | What it does |
| ---------------- | -------------------------------------------------------------------------------------------- |
| **Providers** | Show only appointments for selected providers |
| **Locations** | Show only appointments at selected locations |
| **Services** | Show only appointments for selected services |
| **Status** | Filter by appointment status: Pending, Reserved, Confirmed, Completed, Cancelled, or No Show |
| **Patient Type** | Show only New Patients (first-timers) or Existing Patients (returning) |
**Special behavior when filtering by status:** When you filter by **Cancelled** only, the table automatically adds **Cancellation Reason** and **Cancellation Date** columns and hides Online % and No Show %. When you filter by **Confirmed** only, Online % and No Show % are also hidden since those metrics don't apply to confirmed appointments. See the [Commonly Asked Questions](#commonly-asked-questions) section for more on using these filters.
## Patient Status Flow
Select **Patient Status Flow** to see how completed appointments move through each patient status step, such as **Checked In**, **With MA**, **With Provider**, and **Payment Made**. Use the **Services** filter to focus the report on appointments that include one or more selected services. If an appointment includes several services, the report keeps shared appointment steps and leaves out checklist steps that belong only to services you did not select.
Click **Export** to download the current Patient Status Flow view as a spreadsheet. Set the date range, location, grouping, and **Services** filter first so the file matches the view you want to share or review.
## Grouping Options
| Group by | What it shows |
| ------------ | -------------------------------------------------- |
| **Provider** | One row per provider with their appointment totals |
| **Location** | One row per clinic location |
| **Service** | One row per service type |
| **Date** | One row per day |
| **Week** | One row per week (labeled "Week of \[date]") |
| **Month** | One row per month |
## Tips
**Compare provider workloads:** Group by Provider to quickly see who's booked up and who has capacity. If one provider has significantly more appointments than others, it might be time to redistribute.
**Export for meetings:** Use the Export button to download the current view as a spreadsheet. This is handy for weekly team meetings or monthly reports -- set your filters and date range first, then export exactly what you need.