Rounding out this series, we’re covering two tools clinic managers rely on constantly: the reporting suite that helps you see what’s actually happening in your clinic, and schedule templates — the setup that, once built correctly, makes filling out a physician’s calendar a matter of dragging and dropping instead of building it day by day.
Finding the Right Report
Healthquest has over 150 built-in reports, and which ones you can see depends on your employee permissions. Click Reports on the tabletop, or open Report Central, and use the search bar to filter by keyword. Any report you run often can be marked as a favorite, so you’re never searching for it twice.
A few reports worth knowing about:
- Historical Client A/R (30-60-90) (Monthly Reports) – filter to third parties and see exactly who still owes money and how long it’s been outstanding. Useful for anyone handling third-party billing.
- Payment Summaries (Monthly Reports) – breaks down where payments came from — patients versus third parties — over whatever date range you choose.
- Client Lists / Worklist Report – filterable by user, task type, due date, and priority. Great for panel-supporting staff like nurses or panel managers.
- Prenatal Patients Checklist (Client Lists) – automatically lists patients past 16 weeks of gestational age alongside the standard tests from the prenatal record, showing which have been completed and which haven’t. An easy way to catch patients who may need a follow-up call.
- Critical Notes List (Client Lists) – lists every patient with a critical note and what it says. Handy for a periodic clean-up pass.
- Missed Appointment List (Client Lists) – shows missed or cancelled appointments by provider, with full appointment details.
- Employee Statistics (Security Reports, admin access required) – tracks claims entered, appointments created, scans, worklists, invoices, and payments per staff member. A useful way to spot workload imbalances.
- No-Shows (Statistics) – booked versus missed appointments by provider and date.
- Problem Statistics (Statistics) – generates a list of problem list entries, useful for standardizing documentation. As always, check with a provider before editing anything in their problem list.
If none of the built-in reports quite fit what you need, CDS Query Setup (under Setup > Charting Setup) lets you build custom queries based on chart criteria. For anything beyond that, Healthquest can build fully custom clinic reports — talk to your account manager, as additional fees may apply. And if you’re sure a report exists but can’t find it, tech support can help track it down.
Getting Schedule Templates Right
Schedule templates have a reputation for being tricky — even among Healthquest’s own team — but the process gets much easier once the underlying logic clicks.
Start with a base week. Under Setup > Appointment Setup, select a provider and set their start time, end time, and interval (10 or 15 minutes, depending on preference).
Build a one-day template. On the Appointments tab, click Template and create a new one — give it a name, an interval, and a start/end time. A good rule of thumb: set the start and end time to the earliest start and latest end across all providers in your clinic, not just this one provider. That single decision is what makes the next step — month view — actually work.
Apply the template to each day of the week. For a provider with a consistent weekly schedule, go day by day, click Template, select the appropriate one, and choose Replace to apply it. Repeat for every day the provider works, and mark closed days accordingly. Once every day of the week has a template applied, clicking Today returns you to a fully built default week — extendable weeks or months into the future with a single click.
For providers whose schedule changes week to week, build a closed default week first — every day, Sunday through Saturday, set to the same start and end time and marked closed. This ensures the start and end times are consistent across all seven days, which is required for month view to display properly. From there, switch to month view, and as you receive each week’s actual schedule from the provider, drag and drop the correct day-template (AM shift, PM shift, etc.) onto the calendar. What used to be building an entire month day-by-day becomes a handful of drag-and-drop actions.
Two ways to apply a template matter here:
- Replace – wipes whatever was there and applies the new template in full. Use this for a normal day-to-day schedule change.
- Overwrite – keeps the existing schedule in place and adds the new template’s hours on top of it. This is the one to use when, say, a provider’s usual 9-5 stays as-is, but they’re covering an extra shift until 8pm — overwrite adds the 5-8 block without erasing the 9-5 that’s already there.
Bringing It All Together
Across this series, the common thread has been the same: a bit of setup time up front — whether it’s an appointment type, a reminder rule, a template, or a schedule — pays for itself many times over in reduced clicks and fewer manual tasks down the road. If you want help identifying where your clinic could benefit most, reach out to to us here.
FAQ
How many reports are built into Healthquest?
Over 150, spread across menus like Reports, Admin, and Client. Which ones you can see depends on your employee permissions.
What’s the difference between “Replace” and “Overwrite” when applying a schedule template?
Replace wipes the existing schedule and applies the new template in full. Overwrite keeps the existing schedule in place and adds the new template’s hours on top — useful when a provider is covering an extra shift.
Why does month view for schedule templates only work sometimes?
Month view requires the start and end time to be identical across all seven days of the week. Building a closed default week (same hours every day, marked closed) first ensures that condition is met.
What if none of the built-in reports fit what I need?
Use CDS Query Setup (Setup > Charting Setup) to build a custom query, or talk to your account manager about a fully custom clinic report — additional fees may apply.
That wraps up our Clinic Management & Templating series!