A booked evaluation means an appointment has been arranged. A completed evaluation means the attendance or completion milestone has been recorded under the practice’s definitions. They are different stages of the patient journey and should not be combined into one conversion measure without explanation.
Define the milestone before counting it
Document what qualifies as booked and what qualifies as completed in the reporting source. Confirm whether rescheduled, cancelled, and missed appointments appear as separate records or updates to an existing booking.
A fictional inquiry may have two scheduled dates after a reschedule but only one attended evaluation. Counting scheduling events as people would answer a different question from counting unique patient journeys.
Choose a period that matches the question
Bookings created this month and evaluations completed this month may involve different inquiries. If you want to understand how a set of new inquiries progresses, follow that cohort over time rather than dividing unrelated monthly totals.
When the period is still open, explain that some booked appointments have not yet occurred. An unfinished journey should not automatically be treated as a lost inquiry.
Review records behind the stage
Use Ovrflo’s Patient Intake demo to inspect a booking and its linked patient journey. Compare the appointment status with the inquiry’s broader progress.
The fictional demo illustrates these distinctions but does not verify attendance against an EHR. A production report needs an agreed source for appointment completion and a process for correcting discrepancies.
Your working checklist
- Define booked and completed explicitly.
- Distinguish appointment events from patient journeys.
- State the reporting period and population.
- Confirm the source of attendance information.
See the workflow in Ovrflo.
Explore the related workspace with fictional data, then discuss what your team would need in practice.