How to export your schedule from Eaglesoft

What you're trying to get out of Eaglesoft

Revenue recovery doesn't need everything in your practice management system. It needs a list of appointments, one per row, for a window of time that includes recent past and near future. From that list it is possible to see open chair time, appointments that were broken, patients who no-showed and never rebooked, and patterns by provider and day of the week.

In Eaglesoft, the appointment data lives in the Scheduler, and lists and reports are run from the software's reports area. The exact report name, and whether it exports directly to a spreadsheet, depends on your version and setup. Because we can't verify a single menu path that holds for every Eaglesoft installation, this guide describes what to look for and leaves the exact clicks to Patterson's Eaglesoft help resources.

How to judge whether a report will work

Open a candidate appointment report for a short range, such as one week, and ask:

1. Is there one row per appointment? A report grouped by day, with the date shown once as a heading, is fine for printing but hard to use as data. Look for a list or detail layout.
2. Does it include broken appointments? If cancelled or failed appointments are missing, look for an option to include them. Without them, the leaks are invisible.
3. Does it show provider and length? A hygiene hour and a 30-minute doctor check are not interchangeable openings.
4. Is there a phone number, preferably mobile?
5. Can it be saved as Excel or CSV? If the only options are print or PDF, keep looking or ask support.

Don't forget the follow-up lists

Like most dental systems, Eaglesoft helps offices track patients who need to be contacted. For revenue purposes, two kinds of list matter most:

• Broken appointment follow-up. Patients whose appointments were cancelled or missed and who don't have a new one. Each is a visit already planned that simply needs a new time.
• Recall or continuing care. Patients due or past due for hygiene and periodic exams with nothing scheduled. This list is usually long and represents the largest pool of recoverable visits.
• Some offices also keep a short-notice or ASAP list of patients happy to come in early. That's the first list to use when a same-day opening appears.

What to ask Patterson support

If the right report isn't obvious, a short call or ticket with Eaglesoft support usually settles it. Ask specifically:

• "Which report gives us every appointment in a date range, one row per appointment, including broken appointments?"
• "Can that report be exported to Excel or CSV in our version? How?"
• "Can we save the report's settings so it runs the same way each day?"
• "Which report lists patients overdue for recall with no future appointment, and can it be exported?"
• "Which user permission is needed to run these reports?"

Illustrative math for a busy dental office

These numbers are illustrative. A three-chair office exports four weeks of appointments from Eaglesoft. It finds 28 broken appointments, 17 of which have not been rebooked. Looking ahead, it sees 11 open hours across the next two weeks. The recall list shows 180 patients past due.

Say the average appointment is worth $210. The 17 unrebooked broken appointments represent $3,570. Rebooking two thirds of them brings back about $2,380. Filling 6 of the 11 open hours is about $1,260. If 15 past-due recall patients return this month, that's $3,150 more. Altogether, close to $6,800 in a month from data already sitting in Eaglesoft.

Pricing openings when the report has no dollar column

Not every appointment report includes scheduled production. You can still put a value on each opening by building a simple lookup of average fees by appointment type. Pull last quarter's production by type from your usual end-of-month reports, divide by visit counts, and keep the averages in a small table. For example, with illustrative figures: adult prophy $165, perio maintenance $210, new patient exam with cleaning $320, crown prep $1,150.

Add a value column to your export using that table. Now a broken crown prep stands out as a $1,150 problem, not just one row among many, and the team knows which follow-up calls to make first.

Before the file leaves your office

• Remove columns the task doesn't need, especially free-text appointment notes.
• Confirm the receiving vendor has signed a Business Associate Agreement.
• Upload through the vendor's secure method, not email.
• Delete the local copy and empty the recycle bin.