How to export your schedule from Raintree

Dashboards versus a row-level export

Raintree markets a Business Intelligence offering with more than ten standard therapy-specific dashboards, with categories that include front office KPIs, clinical performance, billing and revenue cycle, and an executive dashboard. Dashboards are good at one question: where is the problem? Which clinic, which discipline, which month.

Recovering revenue needs a different question answered: who, specifically, should hear from us today? That takes a file with one appointment per row, the patient's account number and mobile phone, and the appointment's status. Think of the dashboard as the map and the export as the call list. You will want both, but only the export lets anyone act.

Finding the right report in your setup

Raintree's public website describes its products, but its step-by-step help content is available to clients, not the public. Larger therapy organizations also tend to customize their reporting. So we won't publish a menu path we can't verify for your version. Instead, take these questions to your Raintree administrator, your reporting lead or Raintree support:

1. Which report lists every appointment for a date range, one row per appointment, including cancelled and no-show statuses?
2. Can it be filtered by location and discipline, and can it include future dates as well as past ones?
3. Can it be exported to Excel or CSV, and can the setup be saved so it runs the same way every day?
4. Is there an existing report of patients with an open plan of care and no future appointment? If not, can one be built?
5. Who has permission to run it, and is that access limited to the staff who need it?

The columns a multi-discipline clinic needs

Whatever report you settle on, check the file has these columns. A single-discipline clinic can get away with less; a PT, OT and speech practice can't.

• Appointment date, start time and length. Length tells you whether a gap fits a 30-minute treatment or a 60-minute evaluation.
• Discipline. An open PT slot can't be offered to a speech patient. Without this column, every match has to be checked by hand.
• Therapist and location. Patients in a plan of care usually want their own therapist at their usual clinic.
• Appointment status: scheduled, arrived, cancelled, no-show, rescheduled.
• Visit type at the category level: evaluation, treatment, re-evaluation, discharge.
• Patient account number and mobile phone. For pediatric therapy, the mobile number is usually a parent's, which is who needs the message anyway.
• Leave out treatment notes, diagnosis codes and free-text comments. They add risk and don't help fill a slot.

Recurring visits change how you read the file

Raintree describes SchedulerIQ™ as coordinating recurring visits against therapist availability and each plan of care. Recurring series are efficient, but they hide a specific kind of leak: when a patient cancels one visit in a series, the rest of the series still sits on the schedule and looks healthy.

So when you review an export, don't stop at the cancelled row. Look at what comes after it. Three patterns are worth flagging:

• A cancelled visit with no makeup booked. The series continues, but the patient now completes one visit fewer than planned.
• Two or more cancellations in a row inside a series. This is often the first sign a patient is drifting off the plan.
• A series that simply ends before the planned number of visits, with no discharge visit on the schedule.
• For a deeper look at the last pattern, see our guide to plan-of-care dropouts.

Illustrative math for a three-discipline practice

These numbers are illustrative. A rehab group with four clinics offers physical, occupational and speech therapy. Its monthly export shows 160 cancelled visits and 70 no-shows across all three disciplines. Of the cancellations, 95 have no makeup visit booked.

Say a treatment visit is worth $100 on average. The 95 cancelled visits without a makeup are $9,500 of planned care that, as things stand, won't happen. If the front desk can rebook 40 of them within the same week, that's $4,000 recovered. Add the 70 no-shows: reaching and rebooking half of them is another $3,500.

Now split the same numbers by discipline. If most of the unbooked makeups belong to one discipline at one clinic, that is where a short daily outreach routine pays off first. This is where dashboards and the export work together: the dashboard points to the clinic; the export names the patients.

Making it a routine

One export proves the opportunity. A daily export recovers it. A routine that works for most therapy groups:

1. Each morning, run the saved appointment report for the past 7 days and the next 21, all statuses, all disciplines.
2. Sort cancellations and no-shows by date, then check each for a makeup or future visit.
3. Weekly, review series that ended early with the treating therapist, who knows who was discharged and who drifted.
4. Upload the file only to a vendor that has signed a Business Associate Agreement, using its secure upload. Never by ordinary email.
5. Delete local copies once uploaded. For more on handling the file, see keeping schedule exports secure.