Insights: Appointment Status
The Appointment Status report offers a comprehensive overview of client appointments, including essential details such as the date of service, Client ID, client names, assigned practitioner, appointment status, location, billing details, and more. It helps you quickly review and track appointment workflows across your practice.
👀 If you don’t see the Appointment Status report, your permission settings may need to be updated. Please check with your system administrator to review and adjust your access.
In this article:
- Appointment Status Report Contents
- Using Report Filters
- Sorting by Column
- Downloading Appointment Data
- Frequently Asked Questions
- Related Resources
Appointment Status Report Contents
The following information is displayed on this report:
| Field | Definition |
|---|---|
| Date of Service | The date the appointment occurred |
| Client | The client that was seen |
| Client ID | The client's assigned internal identification number. (Note: This column only displays when Manage Internal IDs for Clients is enabled under Account Settings > Clients.) |
| Practitioner | The practitioner assigned to the appointment |
| Status |
The status of the appointment: • Pending Notes: Appointment completed but notes need to be completed by practitioner • Pending Supervisor: Progress note requires supervisor sign-off • Notes Complete: Appointment completed and notes completed • No Show: Client did not show up for session • Therapist Canceled: The practitioner has canceled the session • Late Cancel: The client canceled session later than the policy states |
| Location | The location where the appointment took place |
| Services | The CPT code(s) of the service |
| Fee | The cost of the session |
| Bill Status |
Whether a session was unbilled, open, or completed: • Unbilled: Client has not received a bill or bill has not been generated • Open: Bill has been generated and waiting for payment • Completed: Bill has been generated and payment has been collected |
| Bill Amount | The amount that was billed to the client |
| Client Responsibility | The total price of the service(s) for the appointment |
| Client Paid | The amount the client has paid towards the bill |
| Insurance Paid | The amount insurance has paid towards the bill |
| Credit Used | Any credit that has been applied to the bill |
Using Report Filters
Use filters to narrow your view and focus on specific appointment data. To adjust the timeframe, filter on date fields using the drop-down menu of common periods, or select specific start and end dates. Additional filters let you refine results by practitioner, client name or Client ID, appointment status, service location, and bill status.
Sorting by Column
Select most column headers to sort data in ascending or descending order.
For example, sort by Date of Service to view appointments chronologically, by Practitioner to group by member, or by Bill Status to review outstanding items. (Note: Certain columns, such as Services, cannot be sorted.)
Downloading Appointment Data
To the right of the filter options, you can download the report as a .csv file by selecting the Download button. The exported CSV includes all displayed fields, including Client ID. You can exclude specific parts of the data as needed by filtering the report before selecting Download.
Frequently Asked Questions
Why don't I see the Client ID column or filter in my report?
Client ID columns and search capabilities are hidden if Manage Internal IDs for Clients is turned off. An account administrator can enable this feature in Account Settings > Clients.
Can I download data for a specific date range?
Yes. Set your desired date range filter before selecting Download to export only the data within that timeframe.
Related Resources
For more information about appointments and Insights reports, check out these resources: