📝 If you've used this report before: This is a significantly updated version. The previous report was a flat, scroll-right table with no summary data. The new report opens with four summary tiles showing your FTA position at a glance, two charts for pattern analysis, and a grouped practice view showing FTAs, rebooked count, outstanding count, lost chair time, and rebooked rate per location. Column management lets you show, hide, and reorder all available columns. The underlying FTA data is unchanged.
Generating the report
Set your Date Range using a preset (e.g. Last 30 days) or custom dates.
Select the Practices and Providers you want to include.
Click Create Report.
No data loads until you click Create Report. This keeps the report fast, regardless of the date range you choose.
📝 Please note: If the report takes longer than expected or returns no data, check that at least one practice and one provider are selected, then try narrowing your date range.
Summary tiles
The four tiles at the top give you an instant read on your FTA position for the period.
Tile | What it shows |
Total FTAs | Total failed-to-attend appointments in the selected date range |
Outstanding (Need Rebooking) | FTAs that still need a new appointment |
Rebooked Rate | The percentage of FTAs that have been rebooked, colour-coded to indicate performance |
Frequent FTAs (2+ last 24M) | Patients who have failed to attend two or more appointments in the last 24 months |
Click Outstanding (Need Rebooking) to instantly filter the results table to FTAs that still need rebooking. Click Frequent FTAs (2+ last 24M) to filter to patients with a pattern of no-shows. Click either tile again to clear the filter.
Charts
FTAs by Payor
A donut chart breaking FTAs down by fee payer. Hover any segment to see exact counts and percentages. Use this to understand whether FTAs are concentrated in a particular payor type.
FTAs by Practice / Provider
A bar chart showing FTA volume. Toggle between Practice and Provider views using the buttons in the top right of the chart panel. Use this to see which location or clinician is most affected.
The results table
Views
Switch between two table modes using the buttons in the toolbar:
By Practice — FTAs grouped under each practice, with a summary row showing total FTAs, rebooked count, outstanding count, lost chair time, and rebooked rate. Click a practice header to expand or collapse it. Use Expand All / Collapse All to control the full list at once.
All FTAs — a flat list of every FTA, useful when you want to sort across all practices simultaneously.
Sorting
In By Practice view, use the Sort dropdown to reorder practices:
Most outstanding first — surfaces the practices with the most un-rebooked FTAs
Lowest rebooked rate first — surfaces the practices with the weakest rebooking performance
Alphabetical (A–Z)
Columns
Click Column Settings to adjust table density (Compact, Normal, or Comfortable).
Click Manage Columns to show or hide individual columns, drag them into a different order, or reset to the default layout.
Key columns
Column | What it tells you |
Appt Date / Time | When the missed appointment was scheduled |
Patient Name | The patient who failed to attend |
Payor Name | Fee payer for the appointment |
Provider | The clinician who was booked |
Duration | Length of the missed appointment in minutes |
Service | The type of treatment planned |
Rebooked | Green Yes or red No badge |
FTAs 24m | Number of FTAs this patient has had in the last 24 months. Two or more is highlighted in red |
💡Top tip: Dentally users can now click on the patient name or code to access their file directly
Filtering and searching
Use the Filter button to refine results without regenerating the report. Available filters include practice, provider, payor, and rebooked status.
Active filters appear as coloured pills below the search bar. Remove individual filters by clicking the × on a pill, or clear all filters at once.
Use the Search box to find records by patient name, provider, payor, or service.
Exporting
Click Export to download the report as a CSV, Excel workbook, or PDF.
Scheduling reports
Instead of exporting manually each time, you can set the report to deliver automatically on a recurring basis - saving you time. Select Schedule Report, then:
Name for Report — a label to identify this scheduled export
Password for Zip File — the report is delivered as an AES-256 encrypted zip, so set a password here to protect it
Schedule Frequency & Period — choose when and how often the report should run (e.g. Schedule Now, or a recurring frequency)
Recipient Email Addresses — enter one or more email addresses, comma-separated. Recipients must be users in your group. Leave this blank to send the report to yourself.
📝 Please note: For now, only Admin users can schedule to other people in the group. The password is required to open the zip file, so make sure this is shared securely with recipients ahead of time.
Once you've configured your settings, select Schedule to confirm. The report will be delivered automatically as an encrypted zip file to the selected recipients on the schedule you've set.
You can edit or cancel a scheduled report at any time from the Scheduled reports section under Settings.
Data Only mode
Toggle Data Only to hide the summary tiles and charts and show only the table. Useful when you are exporting or reviewing a large volume of records.
Resetting the report
Click Reset Configuration to clear all filters, column changes, and sorting. The date range resets to the last 30 days and all practices are selected.
Common questions
What does the Frequent FTAs tile show? It counts patients who have missed two or more appointments in the last 24 months. Click the tile to filter the table to these patients — useful for identifying who may need a different approach, such as appointment reminders or a deposit policy.
What does Lost Chair Time represent? It is the total duration of all FTA appointments in the selected period added together. You can see it in the summary row for each practice in By Practice view. It converts the volume of no-shows into a concrete measure of recoverable clinical time.
What does the Rebooked Rate colour coding mean? The tile uses a colour indicator to show how your rebooking rate is performing. Green indicates a strong rate, amber indicates room for improvement, and red indicates rebooking needs attention.
Can I see FTAs for a single provider across all practices? Yes. Select the provider in the Providers filter before generating the report, then use All FTAs view to see a flat list across every practice.