Appointment report
Track booked, confirmed, attended and cancelled appointments by calendar, source and user with the Appointment Report.
2 min read
The Appointment Report summarises every appointment in the Calendars module. It shows how many of your online consultations, in-clinic examinations and operation-day appointments actually happened, how many were cancelled, and how many patients did not turn up (no-shows). In medical tourism, a no-show means an empty operating room and an idle doctor.
Before you start
- Appointments must be booked in calendars in the Calendars module. Calls agreed on WhatsApp but never added to a calendar do not appear: Managing appointments.
- Your team must update the status after each appointment (Showed / No-show). Appointments that are not updated stay as "Booked" or "Confirmed".
Reading the report
- Open Reporting → Appointment Report. In the calendar filter choose all calendars or just one (e.g. "Online Consultation"); set the date range in the top-right corner.
- The status tiles at the top show how many appointments are in each status.
- The charts below break appointments down by calendar, source/channel, user and day of the week.
What the statuses mean
| Status | Meaning |
|---|---|
| Booked / New | The appointment is booked but not yet confirmed. |
| Confirmed | The patient or the team confirmed the appointment. |
| Showed | The patient attended (joined the online call or came to the clinic). |
| No-show | The patient did not turn up. |
| Cancelled | The appointment was cancelled. |
The report also shows top calendars by bookings, users booking the most appointments, calendars with the most cancellations and reschedules, and the busiest days of the week.
Two rates you should calculate
- Show rate = Showed ÷ (Showed + No-show). For online consultations, anything below 75% means your reminders are not doing enough.
- Consultation-to-treatment conversion = operation-day appointments ÷ consultations held. If this is low, the problem lies in how the treatment plan or price is communicated.
Tip
The most effective way to cut no-shows is a WhatsApp reminder in the patient's own language 24 hours and 1 hour before the appointment: Reminders and notifications.
Example
A dental clinic sees that 9 patients missed their online consultation in September — roughly 15%. The "By day of week" chart shows most no-shows fall on Monday mornings. The clinic closes Monday-morning slots and sends an extra confirmation message for appointments booked at the weekend.
Troubleshooting
Showed looks very low. The team is not updating appointment status. Set a daily routine: every evening, update the status of that day's appointments.
A calendar is missing from the report. It may have no appointments in the selected date range; widen the range.
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