Appointment Report

Appointment Report

Overview

The Appointments Report helps staff review and manage upcoming and past appointments based on various filters such as client, date, site, clinician, and appointment type. By using this report, users can quickly identify scheduling patterns, track provider activity, and ensure accurate recordkeeping for appointments across the practice. The report displays key appointment details including client name, clinician, location, appointment type, status, and contact information. It can be used for operational reviews, scheduling audits, and reporting purposes.

This report can be exported in CSV, PDF, or Excel format, similar to other reports. Users must have the appropriate permission to access the Appointments Report.

See Also

Working with Reports — Learn how to access reports, manage permissions, and use common features such as search, export, and zoom.

Step 1: Accessing the Appointment Report

To access the Appointment Report:

  1. Select More from the left sidebar.
  2. Select Reports.
  3. In the Report dropdown, select Appointment Report.

Step 2: Using Report Filters 

By default, the report includes Appoinment Start Date and Appoinment End Date filters. 

  • Appointment Start / End: Select the start and end dates to display appointments scheduled within that range. By default, the current month is selected. For example, if today is August 10, the date range will default to August 1 through August 10.

Additional filters are available to refine results:
  1. Clinician: Select one or more clinicians to display appointments scheduled with those providers. By default, the report shows appointments for the currently logged-in provider.
  2. Location: Select one or more sites (practice locations) to view appointments scheduled at those specific sites. By default, the report includes appointments from all sites.
  3. Client: Begin typing the client’s name, then select from the list to view only that client’s appointments. Leave this field blank to include appointments for all clients.
  4. Appointment Type: Select one or more appointment types to display only the relevant appointments. By default, all appointment types are included in the report.
  5. Primary Insurance: Select a primary insurance payer to display appointments for clients who have the selected payer as their primary insurance.
  6. Secondary Insurance: Select a secondary insurance payer to display appointments for clients who have the selected payer as their secondary insurance.
  7. Tertiary Insurance: Select a tertiary insurance payer to display appointments for clients who have the selected payer as their tertiary insurance.



Step 3: Running the Report 

After selecting the desired filter options, click the Run Report button. The report is then generated and displayed as shown in the screenshot below. A description of each column in the report is provided beneath the screenshot.

NotesIf an appointment is part of a recurring series, the report displays each occurrence that falls within the selected date range. This includes both past and future appointments. For example, if a client has a daily recurring appointment from June 1 through June 30 and the report date range is June 1, 2026–June 30, 2026, the report returns 30 rows—one for each appointment occurrence.




When you run or export the report, it includes the following columns:
  1. Date: Displays the date of the appointment.
  2. Time: Displays the scheduled start time of the appointment.
  3. Location: Displays the site (practice location) where the appointment was scheduled.
  4. Clinician: Displays the name of the clinician with whom the appointment was scheduled.
  5. Client: Displays the name of the client for whom the appointment was scheduled.
  6. Appointment Type: Displays the type of appointment that was scheduled.
  7. Appointment Status: Displays the current status of the appointment.
  8. Note Status: Displays the status of the note associated with the appointment.
  9. Duration: Displays the duration for which the appointment was booked.
  10. Chart ID: Displays the client's chart ID.
  11. DOB: Displays the client's date of birth.
  12. Expected Copay: Displays the expected copay amount for the appointment.
  13. Copay Received: Displays the copay amount received for the appointment.
  14. Copay Status: Displays the current status of the copay for the appointment, such as collected, pending, and so forth. 
  15. Primary Insurance: Displays the primary insurance payer associated with the client.
  16. Secondary Insurance: Displays the secondary insurance payer associated with the client.
  17. Tertiary Insurance: Displays the tertiary insurance payer associated with the client.
  18. Address: Displays the client's address.
  19. Phone: Displays the client's phone number.
  20. SMS/Text Reminder Sent: Indicates whether an SMS/text reminder was sent for the appointment.
  21. Date SMS/Text Reminder Sent: Displays the date the SMS/text reminder was sent.
  22. Repeating Appointment: Indicates whether the appointment is part of a recurring appointment series.
  23. Group Appointment: Indicates whether the appointment was scheduled as a group appointment.

FAQs

Can I view appointments for multiple clinicians at once?
Yes. You can select one or more clinicians using the Clinician filter.

Can I filter appointments by insurance payer?
Yes. You can filter appointments by primary, secondary, or tertiary insurance payer.

How are recurring appointments displayed in the report?
Each appointment occurrence within the selected date range is displayed as a separate row, including both past and future appointments.

Can I identify whether an appointment is part of a recurring series?
Yes. The Repeating Appointment column indicates whether an appointment is part of a recurring appointment series.

Can I check whether an appointment was scheduled as a group appointment?
Yes. The Group Appointment column indicates whether the appointment was scheduled as a group appointment.

Can I see whether an SMS/text reminder was sent for an appointment?
Yes. The report includes columns showing whether an SMS/text reminder was sent and the date it was sent.

Can I view copay information in the Appointment Report?
Yes. The report includes the expected copay, copay received, and current copay status for each appointment.

Can I export the Appointment Report?
Yes. You can export the report in CSV, PDF, or Excel format.

Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com



Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.