Appointment Status Change History

Overview

Status Change History provides a comprehensive audit trail of all appointment status changes in Got2. This feature automatically tracks every status change made to appointments, creating a complete historical record for accountability, analysis, and compliance purposes.

Accessing Status Change History

Navigation Path:

  1. Go to Appointments module
  2. Click on Reports
  3. Select Status Change History

Automatic Tracking

Important: Status Change History is fully automatic - no manual intervention required!

  • Every time an appointment status is updated, the system automatically creates a record in the Status Change History
  • No additional steps needed from staff members
  • Provides a complete, tamper-proof audit trail
  • Tracks both initial status assignment and all subsequent changes

List View Overview

The Status Change History displays all status changes in a comprehensive table format with the following columns:

Column Details

1. Change Date

  • Displays the exact date and time when the status was changed
  • Format: DD/MM/YYYY HH:MM:SS
  • Sortable and filterable for easy tracking
  • Example: "05/01/2026 13:59:19"

2. Patient

  • Shows the patient's name and additional identifier (e.g., gender)
  • Format: "Patient Name (identifier)"
  • Example: "Laura Ramkissoon (female)"
  • Click on any patient name to view the detailed status change record

3. Changed By

  • Identifies the user who made the status change
  • Tracks accountability for all modifications
  • Common values: "Administrator" or specific staff member names
  • Essential for audit and compliance purposes

4. Appointment Status

  • Shows the status that was set for the appointment
  • Examples include:
    • Scheduled: Initial appointment booking
    • Rescheduled: Appointment time/date changed
    • Checked In: Patient arrived for appointment
    • Walk In: Unscheduled patient arrival
    • Checked-out: Patient completed appointment
  • All statuses configured in Calendar Event Status appear here

5. Waited Time

  • Displays the time elapsed between status changes
  • Format: HH:MM:SS
  • 00:00:00 indicates initial status creation (no prior status)
  • Examples:
    • "00:01:42" - 1 minute 42 seconds between status changes
    • "22:44:34" - 22 hours 44 minutes 34 seconds waited
    • "167:30:34" - 167 hours 30 minutes 34 seconds elapsed
  • Useful for tracking patient wait times and service efficiency

6. Notes

  • Provides descriptive information about the status change
  • System-generated notes explain what happened
  • Common note patterns:
    • "Initial status on creation" - First status assigned when appointment was created
    • "Status changed from [Old Status] to [New Status]" - Records the transition
    • Examples:
      • "Status changed from Scheduled to Rescheduled"
      • "Status changed from Walk In to Checked-out"
      • "Status changed from Checked-out to Walk In"

7. Location

  • Displays the practice location where the appointment took place
  • Examples: "76 Frederick Street", "Centre City", "Westmall Ground Floor"
  • Helps track status changes across multiple locations

Detail View

Click on any record in the list to view comprehensive details about a specific status change:

Detail View Information

Left Panel:

  • Appointment: Shows the appointment identifier/patient name
  • Patient: Full patient name with identifier
  • Change Date: Exact timestamp of the change
  • Changed By: User who made the modification

Right Panel:

  • Appointment Status: The status that was set
  • Waited Time: Time elapsed since previous status
  • Location: Practice location of the appointment

Notes Section:

  • Displays detailed notes about the status change
  • System-generated explanation of what occurred

Use Cases

1. Audit and Compliance

  • Track who changed appointment statuses and when
  • Maintain records for regulatory compliance
  • Verify staff actions during specific time periods

2. Patient Wait Time Analysis

  • Analyze how long patients spend in each status
  • Identify bottlenecks in patient flow (e.g., long "Checked In" to "Checked-out" times)
  • Improve scheduling and resource allocation

3. Staff Performance Monitoring

  • Review which staff members are processing appointments
  • Identify training needs based on status change patterns
  • Monitor appointment handling efficiency

4. Operational Insights

  • Track patterns in status changes (e.g., high rescheduling rates)
  • Identify peak times for different appointment statuses
  • Analyze location-specific differences in patient flow

5. Patient History Review

  • View complete history of a patient's appointment status changes
  • Understand appointment lifecycle for individual patients
  • Provide context when resolving patient inquiries

Understanding Waited Time

The Waited Time field is particularly valuable for operational analysis:

  • 00:00:00: Indicates this is the initial status (no previous status to measure from)
  • Short times (minutes): Quick status transitions, efficient service
  • Long times (hours/days):
    • May indicate appointments scheduled far in advance
    • Could show delays in patient processing
    • Useful for identifying workflow issues

Example Scenario:

  • Patient "Scheduled" at 10:00 AM → Waited Time: 00:00:00 (initial status)
  • Status changed to "Checked In" at 10:15 AM → Waited Time: 00:15:00 (15 minutes)
  • Status changed to "Checked-out" at 11:30 AM → Waited Time: 01:15:00 (1 hour 15 minutes)

This shows the patient waited 15 minutes after scheduling to check in, then spent 1 hour 15 minutes from check-in to checkout.

Best Practices

  1. Regular Review: Periodically review status change history to identify patterns or issues
  2. Use Filters Effectively: Leverage filtering to focus on specific time periods, locations, or staff members
  3. Monitor Wait Times: Pay attention to unusually long waited times that might indicate problems
  4. Train Staff: Ensure staff understand that all status changes are tracked and recorded
  5. Audit Accountability: Use the "Changed By" field to verify proper procedures are followed
  6. Analyze Patterns: Look for trends in status changes that might reveal operational improvements

System Behavior

  • Automatic Recording: All status changes are automatically recorded - no manual action required
  • Permanent Records: Status change history cannot be deleted or modified
  • Real-Time Updates: New status changes appear immediately in the history
  • Complete Audit Trail: Every status change is recorded, providing full transparency

Note: Status Change History provides a complete, automatic audit trail of all appointment status changes. No configuration or manual recording is needed - the system tracks everything automatically whenever appointment statuses are updated.

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