Medisoft Office Hours Reporting For Medical Scheduling Software

In addition to the Appointment Status Report, and Appointment Analysis Reports, Office Hours offers various other reports that can help your office in different ways. These reports can be printed from the Reports menu.

Appointment List: This report will give you a list of all appointments for a given date range and range of providers. You will see the time of the appointment, the name of the patient, the phone number, the length of the appointment, and any notes. This information will be given for each scheduled appointment that falls within the given ranges. This list can be used to make reminder calls.

The Appointment List can be printed in one of two different ways – with or without blank appointments. This is helpful to practices who want to have more clear visibility to blank appointments in the daily schedule. These two schedules show the difference that this option makes on the same appointments for the same doctor on the same date.







No Show Report: No Show reports are important to an office because they cost the office money. The time not spent seeing those patients who did not show up could have been spent seeing other patients. This report will give you the information for each appointment that was missed, as well as totals showing how many appointments were missed.

In order for this report to function properly, you must be properly utilizing your appointment status options.

Print Appointment Grid: The option to print the appointment grid will allow you to print a list of all appointments showing on the currently displayed view. This report can be printed in list format, which would be a format similar to the Appointment List.


This report can also be printed in a Grid View. This option will show the entire schedule for the day, including any blank appointment slots.

There are other reports available within Office Hours and Office Hours Professional. Please refer to the Help Files of these programs for more detailed information regarding these reports and the information available on them.


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Medisoft Office Hours Professional Find Open Time Slot for Physical Therapy Appointment Scheduling, Physician Scheduling, Mental Health Scheduling

The Find Open Time method for scheduling appointments is a robust method of searching for open appointment time slots, and allowing you to easily schedule appointments for the found slots.

This option is available by clicking the Edit menu and Find Open Time. You can also press [CTRL] [F].

If you are using Office Hours (Standard), you will be able to search for an open time slot based solely on the length of the appointment, the day of the week, and the time range for the appointment. Those fields are all self explanatory.

Some fields will only appear if searching while in the Multi Provider-Resource view.

Reason: The Reason field will allow you to search for time slots that have been set aside for a specific reason. This process was completed during the Template setup. For example, if you have certain hours dedicated to new patients, this search field will find any open time slots that have a template set up with the reason code for new patients linked to them. You still have the ability to specify the time of day and day of the week, which would allow the person scheduling the appointment to accommodate requests from the patient.

Search For: The Search For option allows you to search the schedules of multiple providers at the same time. Many group practices will see patients as a group. It doesn’t matter which doctor the patient sees. If you wish to utilize this option, you will need to perform your search from within the Multi-View screen. If you perform the search from within any of the other views, you will not have this option available to you.

If you want to search for a slot for a single provider, select the Single field, and specify the provider whose schedule you wish to search.

If you want to search the schedule for all the providers on the screen but do not want to search the schedule for the resources on the screen, select All Providers Viewed.

If you want to search the schedule for all the Resources on the screen, but do not want to search the schedule for the providers on the screen, select All Resources Viewed.

If you want to base your search on both the Providers on the screen and the Resources, select All Providers and Resources Viewed.

Once you have entered your search criteria, press the Search button. You will return to the scheduler screen. The screen will begin scrolling through the dates, searching for an open time slot that fits the criteria you entered in your search routine. If none can be found, you will see a message similar to the one below.



Tips and Tricks:

The search option will search the calendar starting at the date showing on the calendar at the time the search was initiated. Additionally, the search will only go 3 months forward from that date when performing the search.

If you need to search for time slots further in the future than three months, you will need to be viewing the future date you wish to be the beginning date of your 3 month time span.


If an open slot is found that fits the criteria, your cursor will be placed in that slot. If this slot does not work for the patient, you can click the Edit menu and Find Next Open Time. You can also press [CTRL][N]. This will move the cursor to the next slot that fits the criteria entered into the search window.

This method for finding appointments is a very simple, automated way of finding time slots for various reasons, providers, and resources. It can, however be difficult if the patient is looking for appointments on specific dates. If the patient needs appointments for specific dates, you would be better off using the Calendar itself to find open time slots.


Scheduling and Billing For Physical Therapists

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Medisoft Office Hours Professional – Program Options – Appointment Display Tab

The appointment Display tab will allow you to determine which values are displayed on the schedule when an appointment is scheduled. It is important to note that the appointment will only display the same number of items as time slots taken up by that appointment. For example, if you have 15 minute time slots and a 30 minute appointment, Row 1 and Row 2 will display on the schedule for that appointment.

This feature is only available in Office Hours Professional.


Reason Codes

Reason Codes are used in conjunction with Templates to set aside portions of the day for specific purposes. Prior to setting up your templates, you will want to set up your reason codes. Some examples of reason codes you might want to establish are: New Patient Visits, Urgent Visits, Routine Check-Ups.

You do have the ability to set up Reason Codes within the standard version of Office Hours. The only difference is that you will not have the ability to set a Default Template Color, as the standard version does not allow you to set up templates.

You can set up a new reason code by clicking the Lists menu and Reason List. To create a new Reason, click New.

Code: The Code field is the unique identifier field for your reason codes. It is the value you will utilize in order to link the reason code to the template. For this reason, your Code should be descriptive of the actual appointment reason it will be representing.

Default Appointment Length: Whenever an appointment is scheduled for this particular reason code, the default appointment length will default as the length for that appointment, regardless of what is listed in program options as the default appointment length.

Default Appointment Color: This field functions similar to the Default Appointment Length. This color will default on all appointments entered for this reason code, regardless of the settings in program options.

Default Template Color: If you set a default template color, you will be determining the color of open time slots that have been reserved for appointments with that reason code.

Once you have set up your reason code, click Save.

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