The visits report is a useful report that lists the visits for carers and & clients, as well as providing call monitoring information for these visits. To run the report, head to Reports and select visits from the dropdown menu.
The visits report can be broken down into two sections, the report on the management portal, and the excel export. The excel export contains a greater amount of data that can be used.
⚠️ For a booking to count as a visit, it must have both a client and a carer assigned. If you need to see unallocated bookings, you will need to use the bookings report!
Management portal
Above is an example of a visits report shown on the management portal. This one is filtered by clients, meaning that you can see the client's name at the top and all their eligible visits beneath. From left to right you have:
Date - The date that each visit was booked for
Status - The status of the visit
Not started
Started
Visited
Confirmed
Cancelled
Times - The booked start and finish time
Duration
Planned - The booked duration
Confirmed - When confirmed, the confirmed duration will show in bold
Variance - If there is a variance between the booked and confirmed duration
The average duration variance for the time period is shown at the bottom for each subject
Type - The booking type
Carer - The attending carer
Arrived - Their arrival time
Departure - Their departure time
Punctuality - The number of minutes the carer was either early (indicated as a negative value) or late (indicated as a positive value). The average punctuality is shown at the bottom for each subject.
Duration +/i - The actual duration variance taken from call monitoring data
Comments - The check out comment a carer has left
Handover note - The handover note left
The icon on the right allows you to open up the booking in a new tab.
The bottom of the report shows a list of totals for:
Number of carers
Number of clients
Number of bookings
Items in red
If you see any items in red, usually the confirmed duration, or punctuality, this means that they have failed that particular roster threshold.
Filters
The default grouping of the report is by subject and the default subject of the report is Clients, this means that the client's visits will be grouped together in chronological order. You are able to change the subject to :
Clients
Carers
And the grouped by to:
Subject
Date
Week
There are additional filters for clients, carers and bookings which have been broken down below.
Clients
Client - Show only visits for a specific client
Service contract type - Show only visits on a specific service contract type
Client type - Show only visits for a specific client type
Carers
Carer - Show only visits that a specific carer is allocated to
Carer contract type - Show only visits using a specific carer contract type
Bookings
The bookings filters allow you to highlight bookings that fit certain parameters, the options are:
Visited (True/false) - Choose to see only visited/not visited bookings
Manual check outs (True/false) - Only show, or omit bookings that have a manual check out rather than the carer checking out via the app
Unplanned (True/false) - Only show, or omit unplanned visits
Cancelled (True/false) - Only show, or omit cancelled visits
Confirmed (True/false) - Only show or omit confirmed visits
Invoiced (True/false) - Only show/omit visits that have been included in an invoice run
Booking times have changed (True/false) - Only show, or omit visits where the booking time has changed (see excel export for the original booking times)
Booking type - Only show visits under a specific booking type
Cancellation type - Only show visits with a specific cancellation type
Number of carers - Choose from the below options before selecting a number from the dropdown to the right
Less than
Equal to
More than
Less than or equal to
More than or equal to
Late/Early - Only show visits that were checked into late or early
Punctuality - choose from the below options before entering a number of minutes in the text box to the right. This can be used in conjunction with the late/early filter
Less than
Equal to
More than
Less than or equal to
More than or equal to
Excel export
The excel export contains the same information as the management portal, as well as more columns with a greater range of data. There are fields containing additional information about the carer and client, including contract information.
You are also able to see more details on the check in & out including the arrival distance, the accuracy of that location and the freshness - how recently the phone took that GPS accuracy.
If the visit has moved time from the original booked time, this will also show. From column AP onwards it will show information about that.
There is an example excel export at the bottom of the article if needed, however it is likely more beneficial if you are able to use your own data.