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Reporting on Vaccination Clinics
Reporting on Vaccination Clinics

A guide for Clinic Admins on how to download & manipulate reports for your vaccination clinics.

Faye avatar
Written by Faye
Updated over a week ago

For help getting set up and using the Q health platform for your vaccination booking clinics, please head here!

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Downloading the Report

Once logged into Q health, you will be on the Clinic Admin dashboard.

On the dashboard there are two buttons to download reports:

  • Download Appt Data - this downloads a report on all appointments that have been completed. If no appointments have been completed by using the Complete f2f button you will receive an error message when trying to download.

  • Download All Appt Data - this downloads a report on all appointments that have been booked, cancelled, or completed.

To ensure you get a correct overview of your vaccination clinics, please use the Download All Appt data button. In the pop-up you will then enter the time range you wish to pull a report on and press Download CSV.

After the request has been processed your file will be downloaded to your computer as a CSV file that can be opened in a spreadsheet software like Microsoft Excel or Google Sheets.

Manipulating the Report

The downloaded report will contain all the data of the appointments in the specified time range, but you may need to adjust the cells in order to see all the data.

First, open the report from your computer - this will open in Microsoft Excel by default and after first opening the report, it will look like the below image:

There are 16 columns, the 5 most used columns are below in bold:

  1. Appointment Number - indicates the order the appointments were booked in, from first to last.

  2. AID - the appointment ID assigned by the Q health system.

  3. PrID - the ID of the clinic account on the Q health system.

  4. Practice name - the name of the vaccination clinic on the system (not visible to patients).

  5. PID - the patient ID assigned by the Q health system.

  6. Patient Code - the 9 digit booking reference number for the patient. If you need to contact the Q health support team regarding a booking, please have this to hand!

  7. Clinician Name - the clinician i.e. the vaccinator the patient has booked in with.

  8. DID - the clinician ID assigned by the Q health system.

  9. Scheduled Time - the date and time of the appointment.

  10. Booked Time - the time the appointment was booked.

  11. Doctor Joined - applicable only to video appointments.

  12. Patient Joined - applicable only to video appointment.

  13. End Time - the time the appointment was cancelled or marked as complete with the Complete f2f.

  14. Call Duration - applicable only to video appointments.

  15. Appointment Status - denotes whether the appointment is confirmed i.e booked, cancelled, or complete.

  16. Demographic Data - the information completed by the patient upon booking.

How to Expand Columns and Rows:

Some data will not be fully visible straight after downloading, and the columns or rows will need to be expanded first. For example, in order to see the date and time an appointment has been booked for, you will need to expand the columns in Excel.

To do this, hover your mouse cursor on the line between columns I and J until it looks like the below screenshot:

Once your cursor looks like a line with two arrows as above, double click your left mouse button and it will expand the column to show all the information. To do this for the booked time column, repeat the above steps but on the line between columns J and K. Once expanded, the column will look like the below:

These same steps can be repeated for any column or row.

How to View the Demographic Data:

To expand the demographic data to see all the information the patients have submitted, press in the top left hand corner of the Excel spreadsheet to select all the cells.

With all the cells selected, move your cursor to between two rows so that your mouse cursor icon changes to a horizontal line with two arrows:

Double click the left mouse button and it will expand all of the rows to show the demographic data,

To change the size of the column, simply hover your cursor over the line to the right of the column P until the cursor changes to the vertical line with two arrows - you will then need to click and drag to your desired width (see example below).

How to Sort and Filter:

If you wish to view the appointments in order of their start time, or filter the data so you only view those which are still booked (removing any cancelled bookings), you will need to use the Sort and Filter feature in Excel.

Make sure you have selected a header cell i.e. any cell in row 1. Pressing on the feature will give you multiple options, please select the Filter option and this will apply filters to the spreadsheet.

To sort a column, press on the downward arrow at the top of the colum in row 1. If on a column with date and time data, selecting Sort Oldest to Newest will order the column from the earliest appointment to the latest appointment.

To filter a column i.e. to view only specific data, press on the downward arrow at the top of the column you wish to adjust the visible data for. You will then be able to select or remove data that is visible by ticking or unticking the box next to the data type. In the below example, all appointments that have the status Confirmed will be hidden on the spreadsheet, leaving only cancelled appointments visible.

To reset filters from your spreadsheet, press on the Sort and Filter icon, then select Clear, or to remove all filters press on the Filter button again.


If you have any questions please email or press on the big pink circle to speak to a member of the Q health Support Team! For more guides on our vaccination clinic support, please press here

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