Zedmed - Diaries

Analyse data around your new patients, monitor patient wait times, identify your busiest booking periods, and track both appointment volumes and attendance rates.

To navigate to this cabinet, head to Today's Clinic Insights > Past Clinic Metrics > Diaries.

Overview of Diaries:

The date range on these front tiles will default to the previous month; however, you can adjust the date range to reflect the specific reporting you are reviewing.

• New patients:
  This figure represents the number of patients who attended their first appointment in the selected period. Click to see the number of new patient appointments at a daily level split by booking mode.
• Patient wait times:
  This figure represents the average time patients had to wait in reception before seeing a Provider. 
• Busiest booking time:
  This figure shows the busiest time the appointments were made over the selected timeframe. Click to see hourly breakdown for online and in clinic bookings.
• Appointment count:
  This figure represents the total number of completed appointments by appointment attended date.
• Attendance count:
  This figure represents the total number of attendances in the selected period.

You can click into each metric for more in-depth analysis and insight. 

New patients

New patients are counted when it is their first consultation/visit with the practice, regardless of the appointment type booked. 

 

By diving deeper into this metric, you can start to understand how many new patients each Provider is seeing over a period of time.

Within this metric is the following:

• New Patient by Provider: This figure represents the number of patients who attended their first appointment in the selected period, broken down by conventional and online bookings, split by Provider.
• % of new patients who returned for 3+ appts: Of the total number of patients whose first appointment fell within the selected period, what percentage of those have become regular patients at the practice, returning for a total of three or more appointments.

• New patient by appointment type: This figure represents the number of patients who attended their first appointment in the selected period broken down by conventional and online bookings, split by the first appointment type. 

• Average new patient by weekday: This metric represents the average number of patients who attended their first appointment in the selected period broken down by day of the week. The metric allows you to filter this data by Provider and compare online conversion versus conventional methods.
• New patient over time: This figure represents over time the number of patients who attended their first appointment in the selected period. 
• New patient Appointments: 

  This table shows the appointment details of patients whose first appointment was in the selected period. The column with # of completed appts counts the number of appointments from that first visit up until yesterday. 

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Patient wait times

Patient wait time gives insight into how long a patient is waiting from the time they arrive to the time their consultation begins. 

It's calculated as the difference between when the patient arrived and when the consultation began. The time the patient spent waiting before the appointment was scheduled to start is not counted.

Use the filters to show individual Provider's average time their patients are waiting before seeing them. 

Within this metric is the following:

• Average of patient wait time: This chart tracks changes in the average time your patients had to wait in reception before seeing a Provider. 

 Use your filters to track your average patient wait time across a larger date range; group by day, week or month, and see how your practice and Provider are doing.

• Patient wait time by Provider: See the breakdown by individual Provider's patient wait times. 

Use the Select role filter to see the wait time for different roles in your practice, such as your doctors, nurses, allied health or specialists, separately. 

• Missing wait times by provider: A higher number of missing times does not impact the average wait time directly, but may explain a difference in the average wait experience at your practice and what is reported above.

Reviewing the use of your reporting software will bring down the missing wait times and provide greater accuracy in the metrics displayed.

 

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Busiest booking time

This is the time of day when the most appointments are being made in your practice.  

Busiest booking time contains metrics to show you when appointments are being made at your practice based on the number of bookings taken during that timeframe, broken down by day and hour.  

Within this metric is the following:

• Total bookings: This figure shows the total bookings made per weekday for the selected timeframe. 

You can view which days have the highest number of bookings being made by your reception team and those via online bookings.

• Average reception bookings by weekday & Average online booking by weekday: 

  The heatmaps show the average number of appointments made per hour and per day by reception/online for the timeframe selected. The darker the square the more appointments that were made. 

This metric can help you to allocate reception staff on the phone at the time when it is busiest. It can help you visualise when your patients are using your online booking system.  Is it when reception is too busy to answer their call? Or is it after-hours when the practice is closed?

• Reception & Online booking by date: This heatmap shows the number of appointments made per hour and by date by your reception team and by your online booking system. 

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Appointment count

This metric provides the total number of appointments completed/invoiced/paid over a selected time period. Some practices consider this the number of patients seen. You can also see how many of those appointments are booked online.  

It excludes appointments that have been cancelled or marked as a DNA as well as appointment types and users not included in Cubiko metrics as defined in your Settings. Click here to view your settings to ensure all relevant providers and appointments are included in your metrics- Completing Cubiko settings. 

Within this metric is the following:

• Appointment count by Provider: you can simply track to see how busy each practitioner is compared to their availability and whether they are filling to capacity or being under-booked. 

You may, for example, want to track to see how a new GP is tracking in terms of attracting patients.

• Trend of appointment count: at a glance, you can see the busiest days for appointments and use this information for workforce planning.

You can use this information to identify trends to assist you in planning ahead in terms of rostering and understanding when your practice is at its busiest.  

• Appointment count by booker: This metric allows you to understand who is making the most appointments in your practice.
• List of appointments booked online: This table lists the details for the completed /invoiced /paid online appointments over the selected timeframe. This figure may not match your online booking provider as we will exclude appointments that have been cancelled by the practice.
• Appointment count by type:  use this to see which appointment type is dominating your practice bookings and measure how many of each appointment type is being completed. 

This is great for tracking your nurse clinics for vaccinations, health assessments and chronic condition management. 

• Appointment count by status: The figure represents the number of all appointments by status over the selected timeframe. It excludes appointment types and users not nominated to include in Cubiko metrics in your Settings.

Appointment status can help you identify potentially unbilled appointments.

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Attendance count

This figure represents the total number of attendances recorded in the selected period. Each attendance corresponds to a service or invoice and typically links to an appointment. 

Within this metric is the following: 

• Attendances by Provider: displaying the number of attendances per provider, within the selected time period.
• Trend of attendances: view at a glance the number of attendances over the selected time period.
• List of attendances with no appointment: This table lists the details for the attendances that have no corresponding completed appointment in Zedmed over the selected timeframe.

For more information on attendance count, please refer to our Knowledge Base article - Attendance Count.

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