How to export your schedule from Tebra (formerly Kareo)

Where the report lives

According to Tebra's help center, you reach the report by hovering over the Analytics icon and clicking Appointments. The All Appointments report is the page that opens by default.

Tebra describes the report's purpose plainly: helping practices increase productivity and reduce no-shows by analyzing each provider's appointment volume and cancellation, reschedule and no-show rate. In other words, it was built for the same job a revenue recovery effort needs it for.

If you don't see Analytics, your user role may not include reporting access. Your Tebra administrator can check.

Step by step: export the All Appointments report

1. Hover over Analytics and click Appointments. The All Appointments report opens.
2. Change the date range. The report shows the current day by default, which is too narrow for most purposes. For a first export, use the last 90 days through the next 30.
3. Click the filter icon to add filters if needed, for example Status, Reason or Patient. For a complete schedule export, leave status unfiltered so cancellations and no-shows are included.
4. Arrange the columns. Tebra lets you drag a column header to reorder and use the arrows to sort ascending or descending. Putting date, time, provider and status first makes the file easier to check.
5. Open Table Actions and export to CSV or Excel.

Reading the file like a revenue report

Once the file is open in a spreadsheet, three quick views tell you most of what you need to know.

Sort by status. Group the cancelled, rescheduled and no-show rows together. Each cancelled or no-show row is a patient who still needs care and, for future dates, a slot that is open again.

Pivot by provider. Count no-shows and cancellations per provider. Tebra's own description of the report highlights per-provider rates, and they are rarely even. A provider with a no-show rate well above the others may have a scheduling pattern worth looking at, such as long lead times or a lot of early-morning bookings.

Filter by reason. The appointment reason tells you the visit type. Follow-ups that no-show are often the easiest to rebook. New-patient no-shows are harder but more valuable, because a first visit usually leads to more.

Illustrative math for a small medical practice

Suppose a two-provider family practice exports the last 30 days. The numbers here are illustrative.

The file shows 640 appointments, of which 38 are no-shows and 52 are cancellations. Of the 52 cancellations, 20 were for future dates that have not been rebooked. Say the average visit is worth $135.

The 38 no-shows are $5,130 of visits that didn't happen. If half of those patients are rebooked within a week, that's about $2,565 back. The 20 unrebooked future cancellations are 20 open slots; filling half of them is another $1,350. That is nearly $4,000 a month from a single report, before counting patients who are overdue for care.

Turning no-show rows into booked visits

A list only pays off when someone acts on it. For each no-show row with nothing booked ahead, a short, neutral outreach works best. A front desk script might go:

"Hi, this is the front desk at [practice name]. We missed you at your recent visit and want to make sure you get rescheduled. We have openings Tuesday at 9:30 or Thursday at 2:00. Would either of those work?"

Keep it friendly and brief, offer specific times rather than asking when they're free, and never mention the reason for the visit in a voicemail or text. Mark the outcome in a column of your spreadsheet (booked, left message, declined) so tomorrow's export can be checked against today's calls.

Tips that save time each day

• Use the same filters and column order every time, so each day's file has the same layout and can be compared with the last.
• Export a rolling window daily, such as the past 7 days and the next 21, rather than re-exporting months of history.
• Check the phone column. If the report includes patient contact details, confirm the mobile number is present; a home landline cannot receive a text.
• Keep only what you need. Remove columns the task doesn't require before uploading.
• Send securely. Only to a vendor under a Business Associate Agreement, through its secure upload, then delete the local file.

When the menus look different

Tebra has been consolidating products since the Kareo and PatientPop merger, and screens change. If your account shows a different path, search Tebra's help center for "All Appointments report." The help center article is the authority for your version, and Tebra's support team can confirm which report fits your setup.