Some blocks may suit another appointment; others are breaks, care notes or gaps too short to use. This guide helps you tell the difference and choose a scheduling change worth discussing with the practitioner. The report helps you find time to review; the schedule tells you what you can use.
Open the report for one practitioner
Go to Reports → Hours Scheduled / Booked and select the practitioner and period you want to review. Begin with a completed week whose schedule you can still check. Jane documents the report in its Hours Scheduled / Booked guide.
The columns are Scheduled (hrs), Booked (hrs), % Booked, Total Bookings and Breaks. Billed revenue and revenue per hour are not columns in this report.
Check the shifts first. In a made-up example, one eight-hour shift each week for four weeks gives thirty-two scheduled hours, before interpreting how that time was used. If a shift was entered incorrectly, resolve that with the person responsible for the schedule before comparing practitioners.
Read booked time with its limits
Jane uses the scheduled appointment length. Overlapping appointments count once, and cancelled appointments are excluded. Booked, arrived and no-show appointments count as booked time.
Scheduled hours include breaks. Bookings outside shifts can push the percentage above full capacity, so an unusually high result is a reason to inspect the records. It does not establish that the practitioner delivered more care than scheduled.
Use the booked-hours calculator if you want to work through the ratio. Check attendance separately with the no-show calculator.
Inspect the gaps on the schedule
Open the same practitioner's schedule for the period. Review the unfilled blocks with them or the person who manages their availability.
| What you find | What to check next |
|---|
| Break or administrative time | Confirm it is protected as intended. Do not treat it as unused appointment capacity. |
| A gap between bookings | Check whether the available length and setup time fit an appointment the practitioner provides. |
| An empty block that could be booked | Check availability settings, patient demand and the practitioner's agreed workload. |
| A booked appointment that was missed | Review reminders and follow-up; the booked-hours figure will still include it. |
| A booking outside a shift |
Differences between practitioners may reflect service mix, working arrangements or patient needs. Ask about those differences before changing hours or booking priorities.
Agree on one change to review
Choose a verified issue. For example, if a recurring gap can accommodate a suitable appointment but patients cannot book it, ask the schedule owner to check its availability settings. Record what will change, who will do it and when you will review the result.
If the issue is missed visits, use the no-show checks. If patients may need another booking, use the rebooking guide and confirm that follow-up is appropriate.
Leave the review with one scheduling decision you can explain: protect the time, correct the schedule, offer a suitable opening or gather more information. At the next review, check whether the agreed change happened and whether suitable appointments were booked and attended. Keep payments separate; multiplying unfilled hours by a fee does not show money the clinic will collect.
Sources
Jane documentation checked October 3, 2026. The gap review and follow-up routine are editorial recommendations.
Rob SaricCo-founder & CEO at Caretrics