ℹ️ The Flowboard Report is a retrospective time analysis of the patient journey. It captures how long each patient spent in every stage of their visit - from check-in through to close - based on the actions your team takes on the live Flowboard throughout the day.
❗The accuracy and completeness of this report depends directly on how consistently staff move patients through each Flowboard stage. Skipped steps or stages left open mean the report won't reflect what actually happened during the visit.
How the Flowboard Report gets its data
Every time column in the report is driven by a specific action taken on the live Flowboard. Here's what triggers each stage:
Waiting time starts when a patient is Checked-in (via the Check-in button on the Scheduled card) and ends when the medical record is opened from the Flowboard, automatically moving the patient to In Progress.
Exam time starts the moment the medical record is opened and ends when the visit is moved to Hospitalized or Pending Checkout from the Flowboard, or when Ready for Checkout is triggered from the Billing section of the record.
Hospital time starts when a record is manually marked as Hospitalized from the Flowboard and ends when the visit is moved to Pending Checkout from the Flowboard, or when Ready for Checkout is triggered from the Billing section of the record.
Checkout wait time starts when Ready for Checkout is triggered (either from the Flowboard or the Billing section of the record) and ends when the sale is closed. The sale can be closed by selecting Close Sale from the Flowboard or the Billing section, or by adding a payment.
Total visit time is calculated from the moment of Check-in to when the visit moves to Closed.
⚠️ This is a retrospective report - not the live Flowboard view used during the day. It reflects completed visits based on the scheduled appointment start time. Walk-ins without a scheduled appointment may not appear.
How to access the Flowboard Report
Required permissions
To access the Flowboard Report you will need:
View Clients/Patients (Manage Clients/Patients)
View Appointments (Manage Schedule)
Navigation
Go to Reports > Operational reports > Flowboard
Overview of the Flowboard report functions
Summary Panel
The summary panel at the top of the report shows aggregate figures for the selected date range:
Average waiting time - total time spent in the Checked-in stage across all visits, divided by the number of visits. Reflects how long patients wait before a record is opened.
Average hospitalized time - total time spent in the Hospitalized stage, divided by the number of hospitalized visits only.
Average late check-ins - the average number of minutes patients were checked in after their scheduled appointment start time, calculated across late check-ins only.
Total late check-ins - count of visits where the check-in happened after the scheduled start time.
Average waiting time by Visit type - same as average waiting time, broken down per visit type.
Average visit time by Visit type - average total time from Check-in to Closed, broken down per visit type.
❗ The summary panel has an independent date range filter. Select the date range and click Refresh data - it does not update automatically when you change the main table filters.
Filters
The available filters include:
Date range - filters based on the scheduled appointment start time
Visit type - appointment visit type as recorded on the appointment and record
Responsible - the doctor marked as responsible on the medical record
Patient type - In-patient (hospitalized) or Out-patient (day visit)
Status - the patient's Flowboard stage at the time of the visit
Report table
Each row in the table represents one visit. The columns are:
Patient - patient name, species, breed, and age
Visit type - as recorded on the appointment and medical record
Scheduled start time and status - the appointment's scheduled start time, along with the Flowboard stage and appointment status
Responsible - the doctor marked as responsible on the record
Early/Late check-in - minutes early (shown in green) or late (shown in red) relative to the scheduled appointment start time
Waiting time - time spent in the Checked-in stage.
Starts at check-in,
Ends when the medical record is opened from the Flowboard.
Exam time - time spent In Progress.
Starts when the record is opened,
Ends when moved to
Hospitalized or
Pending Checkout from the Flowboard, or
when Ready for Checkout is triggered from the Billing section of the record.
Hospital time - time spent in the Hospitalized stage.
Starts when manually marked as Hospitalized from the Flowboard,
Ends when moved to
Pending Checkout from the Flowboard or
when Ready for Checkout is triggered from the Billing section of the record.
Checkout wait time - time spent in Pending Checkout.
Starts when
Ready for Checkout is triggered from the Billing section of a record or
when moved to Pending Checkout on the Flowboard
Ends when the sale is closed via
Close Sale or by adding a payment (either from the Billing Section of the record or Flowboard)
Total visit time - full time from Check-in to Closed.
Business Applications
Operational Management: The report tracks time spent in each stage of the patient journey, which helps in identifying bottlenecks and improving workflow efficiency.
Resource allocation: Analyzing the resources in staff and time for various visit types will lead to improved decision-making regarding resource planning.
Performance Metrics: Summary of average waiting times, late check-ins, and hospitalized time offers a quick overview of the clinic's performance and areas that need improvement.
Data Export: The ability to export the report to CSV allows for customized analysis, enabling the clinic to derive insights specific to their needs.