Exam Room Utilization Report

‍Introduction

For healthcare administrators and clinic managers, optimizing exam room utilization is a critical factor in decision-making, resource allocation, and patient experience.

When clinics struggle to track utilization accurately, it leads to underutilized spaces, and provider inefficiencies. On the flip side, having real-time insights into room usage maximizes provider efficiency, and ensures that every exam room contributes to better patient care.

Stat’s Exam Room Utilization Reporting removes the guesswork, allowing your clinic to make data-driven decisions to ensure providers aren’t overbooked and exam rooms aren’t sitting empty.

Using the Stat Exam Utilization Report

How to Access the Report

From the reporting landing page, select the ‘Scheduling’ tab.

Interpreting the Report

• By default, this report will appear organized by provider.

• You must select the ‘Rooms’ button to view utilization by room.

• The report is shown as a heat map:
  • Red means the exam room is seeing relatively few patients per hour.
  • Green means the exam room is seeing a relatively high number of patients per hour.

• The percentage inside each time slot represents the percentage of capacity that the exam room is being used.
  • Note: 100% utilization is based on a 4-day week with one visit per room per hour.

• Expand to see a provider’s visits by day or week by clicking the ‘+’ sign next to the provider's name.

• The number in each time slot represents the total number of patients that the provider has seen in the selected time range.

Navigating the Report

• Change the time range using the timeline selector.

• Filter by site, department, or provider using the drop-down menus on the left.

• View the report trending annually, quarterly, monthly, or weekly with the Group By buttons.

• View the report by site, department, or provider by using the Group By buttons.

Best Practices

• When providers are limited to 2-3 exam rooms, productivity, cycle times, and exam room utilization improve.

Summary

Understanding exam room utilization, clinics can balance provider workloads, reduce cycle times, and prevent scheduling inefficiencies. This results in higher productivity, better patient experiences, and more effective decision-making.

"One of the more important reports is our room utilization data. Having room utilization data allows us to see where we can put additional providers. Mentally, I tie a dollar amount to every room. If no one is using it, we're losing money. So why not use it? We used the data to make that decision."
— Director of Information Systems