How to export your schedule from WebPT
In physical therapy, the costliest leak is rarely one missed visit. It is the patient who drops off halfway through a plan of care. WebPT's Analytics reports can show both, and they can be exported to a spreadsheet. Here is where to look and how to use what you find.
- WebPT's help center places the Scheduled Visits report in the Visits section of Reports in Analytics. It pulls directly from the WebPT Scheduler and covers past and future appointments.
- WebPT's help center also lists Cancels and No Shows analytics reports for tracking missed visits.
- Analytics reports let you sort, filter and group by column, save your setup to Saved Reports, and export the results.
- You need the right Analytics Access permission to see these reports.
- Because menus change, confirm exact steps and export formats in WebPT's help center for your account.
Why PT schedules leak differently
A typical physical therapy episode is a series of visits, not a single appointment. That changes what a schedule export needs to show.
A cancelled visit in week two of a plan of care is not just an empty slot. It is a risk that the patient falls off the plan entirely. Each visit the patient never completes is lost revenue, and often a worse outcome for the patient too. So for a PT clinic, the export has two jobs: show open time that can be filled, and show patients whose next visit isn't on the books.
The Scheduled Visits report
According to WebPT's help center, the Scheduled Visits report is an Analysis Grid style report that gives a complete view of past and future scheduled appointments, pulled directly from the WebPT Scheduler. It is located in the Visits section of Reports in Analytics. If it is not listed, WebPT says to make sure you have the correct Analytics Access permission.
The general steps:
- Open Analytics, go to Reports, and find Scheduled Visits in the Visits section.
- Use the View Clinics dropdown to choose which clinics appear.
- Set the date range. WebPT notes you can run the report for future dates to understand upcoming schedules; for revenue work, include both recent past and the next few weeks.
- Use the column headers to sort, filter or group. Make sure appointment statuses such as cancelled and no-show are not filtered out.
- Save your setup to Saved Reports so you can rerun it daily.
- Export the results to a spreadsheet. Check WebPT's help center for the export formats available on your account.
Cancels and No Shows reports
WebPT's help center lists separate analytics reports for cancels and no shows. These are the quickest way to answer questions like: how many visits did we lose last month, which therapists are most affected, and which days of the week are worst?
Exported to a spreadsheet, they become a working list: each row a patient who missed a visit and may need a call or text to get back on track. Pair them with the Scheduled Visits report to see which of those patients already have a future appointment and which do not. The ones with nothing booked are the priority.
Finding patients who fell off their plan
The most valuable list for a PT clinic is patients who started care, still have visits left on their plan, and have no future appointment. Not every system offers that as a single report.
A practical workaround with exports:
- Export Scheduled Visits for the last 60 to 90 days and the next 60.
- In your spreadsheet, find each patient's most recent completed visit and whether any future visit exists.
- Flag patients whose last visit was within the episode window and who have no future visit.
- Review the flagged list with the treating therapist, who knows which patients were discharged and which drifted away.
Illustrative math for an outpatient clinic
These numbers are illustrative. Say a clinic's average visit is worth $105 and a typical plan of care is 10 visits. The clinic's export shows 25 patients who have no future visit booked after attending only four or five visits.
If each of those patients had five visits left, that is 125 visits, or about $13,100 of care not delivered. If outreach brings back even a third of them for their remaining visits, that is roughly $4,400 recovered. Add the clinic's weekly cancellations and no-shows, each a slot that might be refilled, and the case for a daily export routine is easy to make.
Timing matters here too. A patient who missed one visit last week is usually easy to bring back. A patient who has been gone for six weeks may have decided the problem is solved, or found care elsewhere.
A daily routine that sticks
- Run your saved Scheduled Visits report each morning for a rolling window: the past 7 days and the next 21.
- Run the Cancels and No Shows reports weekly to see trends by therapist and day.
- Upload files only to a vendor under a Business Associate Agreement, using its secure upload, and delete local copies.
- Keep clinical notes out of the export. Visit type and status are enough.
DocsDPT keeps patients on their plan
DocsDPT, the physical therapy edition of DocsMD, works alongside WebPT starting from the reports your clinic already exports, with no installation and no system access. It catches cancellations, no-shows and patients who have stopped booking mid-plan, offers times by text with numbered choices, and hands each booking to your front desk to enter. Every recovered visit is itemized weekly.
Questions
Where is the Scheduled Visits report in WebPT?
WebPT's help center places it in the Visits section of Reports in Analytics. If you can't see it, check your Analytics Access permission.
Does the Scheduled Visits report include future appointments?
Yes. WebPT describes it as a view of past and future scheduled appointments pulled from the WebPT Scheduler.
Is there a report of patients with no future visit?
Check WebPT's help center for your account. If there isn't a single report, the export workaround above, comparing last visit to future visits, produces the same list.
Should we include documentation or charges in the export?
Not for finding open time and patients who stopped booking. Appointment date, time, therapist, status and visit type are enough. Leaving SOAP notes and billing detail out keeps the file to the minimum necessary and makes it easier to check.
Can I save my filters?
WebPT's help center says report customizations can be saved to Saved Reports and run again later or shared within your organization.