Audit

Scheduling & Capacity Audit Toolkit

Interactive audit that guides teams through mapping appointments, staffing, rooms, and arrival variability; identifies likely root causes; and captures prioritized pilot countermeasures with owners, metrics and timelines.

Interactive Tool

Scheduling & Capacity Audit Toolkit

Purpose

Use this structured audit to map appointment types, staff responsibilities, rooms, and arrival behavior, identify where demand, capacity, and process mismatch, and capture the top three countermeasures to pilot. Complete the mapping fields, run the arrival variability analysis (use local scheduling/EHR exports where possible), check likely root causes, then prioritize and design short pilots you can measure.

How to use

  1. Gather a day's or week's scheduling export and basic staffing/room assignment lists.
  2. Paste or summarize appointment and staff–task mappings below.
  3. Fill the arrival and utilization metrics (or pull from your scheduling system).
  4. Use the root-cause checklist to focus analysis, select the top 3 causes, then design pilot countermeasures with owners, metrics and timelines.
Name of the clinic, department, or service line being audited.
YYYY-MM-DD
Person or team completing this audit.
List appointment types, scheduled duration (min), typical buffer (min), provider role, and typical daily volume. One line per type. Example: New consult,60,10,Physician,8
Map key tasks to staff roles and rooms (or room types). Example: 'Intake: Medical Assistant: Room 1-4; Exam: Physician: Room 1-6; Procedure: Nurse + Equip Room: Room 7.'
Average minutes patients arrive late (use negative if early).
Standard deviation of arrival times around scheduled appointment.
Percent of scheduled patients who do not attend.
Approximate walk-in volume that is not scheduled.
Time required between patients to clean/setup a room.
Percent of visits that exceed scheduled duration.
Check all causes that appear relevant after reviewing mapping and metrics.
Brief description of other cause(s).
Select the three causes you will design pilots for.
Copy one of the labels from the choices above.
1.0 10.0
1.0 10.0
Describe the change, steps, and minimal resources for a short pilot.
Example: Average wait time (minutes), % appointments on-time, no-show rate, room utilization.
Person or role responsible for the pilot.
1.0 10.0
1.0 10.0
1.0 10.0
1.0 10.0
Short summary (1–2 sentences each) of the three pilots and why they were chosen.
Capture meeting notes, decisions, and the next checkpoint date.
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