The Appointment status report details the financial and documentation status of every appointment in your practice. This report allows you to easily see client billing, insurance billing, and documentation history for a client, including identifying discrepancies so that you can make the corrections you need.
Other possible use-cases for the Appointment status report include finding:
- How many sessions you or another clinician in your practice has held
- How many sessions are associated with a specific CPT code
- How many units there are for any given date of service
- If there are progress notes missing from any appointments
- If there are appointments that haven’t been invoiced
- Which appointments are unpaid for your practice
-
Which appointments are contributing to an insurance balance or credit for your client(s)
- For more information on this, see Resolving an insurance balance or credit
In this guide, we’ll cover:
- Accessing the Appointment status report
- Using filters on the Appointment status report
- Practice billers accessing the Appointment status report
- Viewing group appointments in the Appointment status report
Accessing the Appointment status report
To open the Appointment status report, select Analytics from the left navigation menu, then the Reports tab. In the Clients & Appointments section, select the Appointment status report.
Note: The filters at the top of the report may retain your previous selections.
To view a specific client’s Appointment status report, open their Profile page and click the the shortcut link in the Client billing overview box. The report will be filtered to display only that client's billing and appointment history.
Using filters on the Appointment status report
Use the filters at the top of the report to customize the data displayed. You can adjust the date range, filter by specific clients, and by clinician. To filter by appointment billing status, click All and select Paid, Unpaid, Uninvoiced/Unbilled, or Overpaid.
Note: The filters at the top of the report may retain your previous selections.
Including Documentation
The default view shows you the appointment details as well as the client's financial responsibility. To include a column showing Progress Note Status, select …More and toggle on Include Documentation. A column will appear to view the Progress Note Status for each appointment.
You can find each Progress Note Status meaning below:
| Progress Note Status | Meaning |
| No note | There isn’t a note written for this appointment. |
| Unlocked | This note has been written and saved, but it hasn’t been signed by the clinician. |
| Supervision | This note has been signed by the supervisee, but is waiting for their Supervisor’s review and signature. |
| Locked | This note has been locked and signed by the clinician and their Supervisor, if they’re pre-licensed. |
Including Insurance
The default view shows you the appointment details as well as the client's financial responsibility. To include a column showing data related to Insurance Responsibility, select …More and toggle on Include Insurance. New columns appear for Claim status, Charge, Paid, Write off, Unpaid, and Details.
If you've filed an insurance claim for an appointment, you'll see a Details link.
Clicking Details for an appointment will take you to a consolidated Payment overview page. This page will give you access to Payment Report(s) if they are available. It also includes direct links to the insurance payments associated with the appointment you're viewing, so you can make any adjustments if necessary. You can identify an appointment that has an issue and make the adjustments from this report by clicking the relevant insurance payment link.
Exporting Appointment status report data
We also recommend exporting this report as a CSV or Excel file to manipulate the data in ways that are beneficial for you and your practice. To do this:
- Navigate to Reports > Appointment status
- Click Export
- Select CSV or Excel
The selected file will automatically begin downloading to your computer.
Practice billers accessing the Appointment status report
In group practices, practice billers can access this report to view the status of an appointment’s progress note. When practice billers navigate to Reports > Appointment status, they can click …More > Include Documentation. A column will appear to view the Progress Note Status for each appointment.
Note: Practice billers are unable to view the contents of progress notes. They only have access to this report to see whether progress notes have been completed.
Viewing group appointments in the Appointment status report
If multiple clients are included in a group appointment, a row will appear for each client in the Appointment status report. This means that the same group appointment can appear in this report multiple times.
A group appointment’s progress note status is based on the group note. If a group note isn’t added to the appointment, the status for that client will appear as No Note, regardless of whether an individual note has been added for that client.
Note: This also applies to the client’s own Appointment status report.