audit

Scheduling & Capacity Audit Worksheet

Interactive audit worksheet and data-collection form to map appointments, staffing, rooms, and arrival variability. Guided fields, sampling guidance, and a prioritized countermeasure backlog help teams identify the highest-impact experiments to reduce waits.

Interactive Tool

Scheduling & Capacity Audit Worksheet

Purpose

This interactive audit guides clinical and operations teams through a practical, repeatable process to discover where scheduling templates, staff assignments, and physical capacity mismatch patient demand. Use the form to record measurements, capture observations, and produce a prioritized backlog of experiments to reduce waits.

Before you start

  • Collect two full weeks of representative appointment and staffing data (including cancellations, no-shows, late arrivals).
  • Prefer raw appointment logs (CSV) and staff rosters for the same period; aggregate to 15‑ or 30‑minute intervals for initial KPIs.
  • If minute-by-minute patient-flow mapping is possible, include that as a separate attachment or link and summarize key findings in this form.

How to use this form

  1. Fill the numeric KPIs first (counts and averages).
  2. Use the checklists and open fields to capture common mismatch types and specific examples.
  3. End with prioritized countermeasures and next steps—focus on three experiments you can run within 30 days.

Submitting this form saves your audit entry for later review and comparison. Consider repeating the audit after experiments to measure impact.

Date you performed this audit entry.
Who completed this audit (role/team).
E.g., Primary Care - Downtown, Endocrinology, Imaging
Two-week period analyzed (e.g., 2026-07-05 to 2026-07-18).
Total appointment records used in analysis (include cancelled and no-shows).
Average time from scheduled appointment (or arrival) to being seen. If you measured multiple ways, explain in Observations.
Percent of scheduled appointments where patient did not attend.
Percent of patients arriving more than 10 minutes late (or your local definition).
List one or more peak periods (e.g., 09:00-11:00, 14:00-15:30).
Percent of available room time used for appointments during measurement window.
Percent of scheduled provider time filled with patient appointments.
Common coverage and assignment problems that create waits or idle time.
Provide concrete examples or times when the issue occurred.
Describe one or two real incidents (date/time, what happened, impact).
If yes, paste a link to the file or summarize below.
Paste a file path, link, or 1–2 sentence summary of the mapping findings.
List up to three root mismatch themes (e.g., template lengths, staff coverage at 10:00–11:00, insufficient rooms for procedure visits).
Describe specific, testable changes (who, what, when, how you will measure impact). Focus on experiments you can run in 2–8 weeks.
Select a priority for the recommended experiments.
Common low-cost experiments teams use to reduce waits.
E.g., average wait minutes, % seen within 15 minutes, room utilization, provider idle time, patient satisfaction score.
Who will own running the experiments and measuring results.
Target date to begin the first experiment.
1 = low confidence (more data needed), 5 = high confidence (clear pattern).
1.0 10.0
Anything else the team should know when planning experiments.
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