How to export your schedule from DrChrono

What DrChrono gives you to work with

According to DrChrono's knowledge base, the Appointment Report lists appointments and lets you filter them by appointment status, billing status, patient name, office, exam room and date. That one report covers most of what a practice needs to see where visits were lost: who cancelled, who didn't show, and which hours in which rooms are still empty.

DrChrono also has a separate Billing Reporting area with analysis reports, including one called the Appointment Analysis Report. Those are built for billing and trend review. For a row-by-row list of appointments you can act on, start with the Appointment Report under Reports.

Step by step: running the Appointment Report

These steps follow DrChrono's knowledge base article on the Appointment Report. Labels can shift between releases, so if something looks different, check the article in DrChrono's help center for your account.

1. Go to Reports > Appointment Report.
2. Set the date range. For a first pull, the past 90 days and the next 30 give a useful picture.
3. Choose the appointment status values you want. For a full picture, include every status; for a recovery list, see the filter advice below.
4. Pick the office and, if you use them, the exam rooms to include.
5. Check Include future recurring appointments if your range runs into the future.
6. Leave Show ICD9/ICD10 and CPT/HCPCS information unchecked unless you have a specific billing reason to include codes.
7. Click Update Filters to refresh the results on screen.
8. Click Export to File to create the CSV.

Collecting the file from the Message Center

DrChrono's knowledge base says exported reports are delivered to the Message Center, the envelope icon in DrChrono. After you click Export to File, open the Message Center, find the export message in your incoming messages and download the CSV from it. Large date ranges can take a little longer to arrive.

Two habits keep this tidy. First, download the file to one dedicated, access-controlled folder on a practice computer, not the general Downloads folder. Second, once the file has been sent to wherever it needs to go, delete the local copy. A spreadsheet of appointments is protected health information, and stray copies on desktops are a common way it leaks.

Filters that surface recoverable revenue

The status filter is the most useful one in the report. Running the same date range two ways tells you different things:

• All statuses, past 90 days: the baseline. It shows how many visits were booked, and what share ended as cancellations or no-shows.
• Cancelled and no-show statuses only, past 30 days: the working list. These are patients who meant to come in and didn't. Compare it with a future-dated export to see who has already rebooked.
• All statuses, next 14 to 30 days, recurring appointments included: the openings view. Gaps between booked rows are time you can still sell.
• By office or exam room: useful in multi-location practices, where one site may run full while another has empty afternoons.
• Status names are set by each practice, so use the values your office actually applies for cancellations and no-shows. If staff use them inconsistently, that is worth fixing before anything else.

When you need columns the report doesn't show

Open the CSV and check what came through before building anything on it. You want, at minimum, an appointment date and time, the provider or exam room, the office, the status and a way to identify the patient consistently from one export to the next.

If you need patient contact details the appointment file doesn't carry, DrChrono documents a separate export for demographics: go to Patients > Patient List and click Export (CSV) in the top right. That file is also delivered to the Message Center. Match the two files on a patient identifier, keep only the columns the task needs, such as a mobile number, and drop the rest. A full demographics file contains far more than scheduling work requires, so treat it with extra care and delete it once matched.

A worked example from a two-office practice

These numbers are illustrative. A two-office internal medicine practice runs the Appointment Report for the past 30 days with cancelled and no-show statuses selected. The CSV has 64 rows. Comparing them with a future-dated export shows 41 of those patients have no upcoming appointment.

Say an average visit at this practice is worth $140. Those 41 unrebooked visits represent $5,740 that didn't happen. If a follow-up text with a few open times brings back one in three, that is roughly 14 visits, or about $1,960, from a single month's list.

The forward-looking export adds to that. Filtering by office, the practice sees its second location has 11 empty half-hour slots next week, mostly Thursday afternoon. Offering those times first to the unrebooked patients who live closer to that office fills openings and recovers missed visits with the same message. Over time, the exam room filter shows whether certain rooms sit idle on certain days, which helps with staffing and template changes.