How to export your schedule from athenahealth

How the Report Library works

According to athenahealth's help documentation, you open the Report Library by clicking Reports on the Main Menu and then, under General, clicking Report Library. The library is split into tabs: Financial, Front Office Operations, Billing Operations, Schedules, Patients, Clinicals, Communicator, Coordinator and Other, plus My Reports for reports you have saved.

Running any report follows the same pattern: find the report, click its run link, set the filters, choose an output format, and run it.

Because so much of athenaOne's help center sits behind a client login, some report names and filter screens are only visible once you are signed in. If a step below does not match your screen, use the in-product help for the report you're on.

Step by step: an appointment export

1. From the Main Menu, click Reports, then Report Library under General.
2. Open the Schedules tab and look for the report that lists individual appointments with their status. Names vary by configuration; the in-product description under each report explains what it contains.
3. Click the report's run link.
4. Set the date range and the departments and providers to include. Make sure cancelled and no-show appointments are not excluded by a status filter.
5. Choose an output format. athenahealth documents an on-screen option and a .csv export in tab-delimited or comma-delimited format. Choose comma-delimited for the widest compatibility.
6. Run the report and save the file.
7. If you would rather review it on screen first, run it as HTML and use Export to Excel at the top of the page, which downloads the results as a .csv file.

Building a reusable report with Report Builder

If none of the standard schedule reports has exactly the columns you need, athenahealth's Report Builder lets authorized users create a custom report. athenahealth's documentation notes that reports you build and save are stored in the Report Library, under My Reports, so the same report can be rerun every day with one click.

A good custom appointment report for revenue recovery includes:

• Appointment date and start time, and duration if available.
• Department and provider, so open time is attributed to the right schedule.
• Appointment status, including cancelled and no-show.
• Appointment type, at the category level.
• Patient ID and a mobile phone number.
• Leave out appointment notes and clinical detail; the task doesn't need them.

A note on large practices and departments

athenaOne is used by practices of many sizes, and larger groups often run many departments under one account. That is useful for reporting but easy to get wrong in an export.

Always include the department column, even if you are filtering to one location, so files from different days can be checked against each other. If you run the report for several departments at once, confirm each department's providers appear. And keep the department-to-location mapping on hand so open time is offered to patients at the right address.

Illustrative math for a multi-provider clinic

These figures are illustrative. A four-provider internal medicine clinic exports two weeks of appointments from the Report Library. It finds 31 no-shows and 46 cancellations. Twelve of the cancellations were for next week and haven't been rebooked.

If an average visit is worth $140, the 31 no-shows equal $4,340 of visits in two weeks. Rebooking half of those patients brings back roughly $2,170. Filling 6 of next week's 12 open slots adds $840. Repeated every two weeks, that is about $6,000 a month, and it all starts with the same saved report.

The same file also shows where to aim. If most no-shows cluster on Monday mornings or with one appointment type, that is where a confirmation call or an earlier reminder will do the most good.

Handling the file safely

A CSV of appointments is protected health information. Export only from a practice workstation, upload it only to a vendor under a Business Associate Agreement through the vendor's secure method, and delete the local copy afterward. Browsers save downloaded CSV files to the downloads folder by default, and that folder is where old copies pile up unnoticed, so check it regularly.

It is also worth deciding who on your team owns the export. One person and one backup, both with the report permission, is plenty. Fewer people handling patient files means fewer places for a copy to end up.