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Definitions

Practices spend a lot of money on advertising and failure to follow up on No-Shows and Cancelled appointments represent lost revenue.  Further, appointments that are not finished do not trigger follow-up workflows. Anomaly report definitions are used to define report parameters for reports that will be sent to email addresses defined on the Anomaly Reports Email page when the target anomalies are found.

In anomaly reporting, the appointment status and encounters are examined at the end of the day for errors. Improper and incomplete completion of appointments results in lost revenue and lost opportunities. By providing a list of appointment errors, the office staff can correct them and allow AIC technology to perform the proper patient engagement. Another common scenario comes from unfinished appointments whereby practitioners may have seen patients and not charted the encounter.  Unrecorded visits can result in malpractice claims and missed billing.

Accurate observations and notes are required by law.

Reports Types

Available reports are:

  • All Reports - this report sends all possible report types.
  • Billing Audit - examines billing information to identify unsent bills due to incomplete or missing encounters.
  • Unfinished Appointments - use for appointments that have not entered a completion state: Fulfilled, No-Show, Cancelled.

Reports Frequency

The default frequency of the reports is defined by their prefix such as:

  • Daily - every day.
  • Weekly - every week.
  • Monthly - every month.

Report Settings

The following fields are defined in the report definition:

  • Name - the name of the report as will be seen in the report and the administrative display.
  • Comment - a helpful comment for the report definition.
  • Enabled - when set to enabled, configures the report as Active.
  • Interval - How frequently this report will run. Possible values are:
    •   Daily - See above.
    •   Weekly - See above.
    •   Monthly - See above.
  • Type - the type of report. Possible values are:
    •   All Reports - See above.
    •   Billing Audit - See above.
    •   Unfinished Appointments - See above.
  • Status Array - the triggered statuses which may trigger an alert.

    Possible values, as defined by the FHIR standard for "appointmentstatus", are:

    • Proposed - None of the participant(s) have finalized their acceptance of the appointment request, and the start/end time might not be set yet.
    • Pending - Some or all of the participant(s) have not finalized their acceptance of the appointment request.
    • Booked - All participant(s) have been considered and the appointment is confirmed to go ahead at the date/times specified.
    • Arrived - The patient/patients has/have arrived and is/are waiting to be seen.
    • Checked In - When checked in, all pre-encounter administrative work is complete, and the encounter may begin. (where multiple patients are involved, they are all present).
    • Fulfilled - The planning stages of the appointment are now complete, the encounter resource will exist and will track further status changes. Note that an encounter may exist before the appointment status is fulfilled for many reasons.
    • Cancelled - The appointment has been cancelled.
    • No Show - Some or all of the participant(s) have not/did not appear for the appointment (usually the patient).
    • Entered in error - This instance should not have been part of this patient's medical record.
    • Waitlisted - The appointment has been placed on a waitlist, to be scheduled/confirmed in the future when a slot/service is available. A specific time might or might not be pre-allocated.
  • Alert exceptions sort - this defines how to sort the report. You may define two (2) fields to sort and each may have their own sort order. Possible sort fields are:
    • Blank - no value
    • Location - the location of the practice.
    • Patient - the full name of the patient as seen in the EMR.
    • Practitioner - the full name of the practitioner.
    • Appointment date - the date of the appointment causing the anomaly.
    • Order - the order to sort the target alert exceptions field.
  • Appt start/stop time range - the start and stop date of the appointments to include in the anomaly report. You may enter a date and time by clicking the existing value and typing a new value or by selecting the calendar icon and choosing a new date and time.
  • Last report fired date - this time will be empty initially. If a new time is manually set, the system will calculate the next fired time based on the value entered here.
  • Next fired date - this time will be empty initially. If a new time is manually set, the system will fire the report at that time and then run based on its schedule type.
  • Next fire date window hours - this value defines the number of hours after the next fire date that the report has to run. If for some reason the report cannot run within that timeframe, the report will be skipped and reattempted at the next run interval.
  • Weekdays to run report - the possible days to run the report.
  • Time hours to run report - this is the absolute time (24 hour clock: 0-23) to run the report.
  • Time minutes to run report - this is the absolute minute of the hour (0-59) to run the report.
  • Count previous days to report on - the number of days prior to the run time to examine appointments with errors.
  • Estimated value of appointment - the monetary value assigned to the appointments. This will be used in the report to calculate the potential cost of these appointments.
  • Output types - at the bottom of the page you can enable the report to be attached in alternate formats that might be consumed by other systems such as a spreadsheet program. If no output types are selected, the email is sent as a simple textual summary without any attachments. Other output types are:
    • TXT file - a plain text file.
    • Display TXT file - adds the TXT file to the body of the email.
    • CSV file - a comma-separated value file. Useful for importing into spreadsheet programs.
    • Add CSV header - adds a row at the top of the CSV file that provides column names for the document.
    • JSON file - a JSON formatted output file.
    • JSON DB file - a JSON file formatted for import into a database that supports this file format such as Mongo.
    • ZIP files - adds the attachments for the enabled file types into a zip file protected by the password in the Zip Password field.

Once your configurations are made, click SAVE at the bottom of the page.

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