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Getting started with the Outpatients domain

Empower outpatient teams with clarity, coordination, and control

The Outpatients domain in SystemView gives teams real-time visibility into waiting lists, demand, and clinic activity. It helps staff at every level, from bookings officers to specialty directors, see where pressure is building, act early, and keep patients on track to receive care within recommended timeframes.

By connecting data across waiting lists, bookings, reviews, and clinic effectiveness, Outpatients supports smarter decisions and smoother operations across all stages of the patient journey.

In this article:

What the Outpatients domain does

Growing patient volumes, complex scheduling, and limited capacity make outpatient management one of the most challenging parts of hospital operations. The Outpatients domain provides a single source of truth for this environment — showing where demand is coming from, how clinics are performing, and what actions will have the biggest impact.

Key benefits

  • Strategic waiting list management: Translate specialty demand into the number of appointments needed per week using SystemView's forecasting tools.
  • Productivity optimisation: Visualise new-to-review ratios and outcomes to support performance improvement at team and clinician levels.
  • Intelligent scheduling: Use smart algorithms that recommend optimal booking sequences to maximise clinic utilisation.
  • Automated auditing: Identify data or process issues automatically, helping to reduce long-waiting patients.
  • Performance insights: Benchmark productivity and outcomes across services to identify and share best practices.

How the Outpatients domain is structured

The domain is made up of several component groups, each designed for a specific stage of the outpatient process:

Category What it helps you do
🔗 Waiting List Management Monitor demand, forecast breaches, and maintain accurate waitlists.
🔗 Referral Management Track new referrals, uncategorised cases, and triage timeframes.
🔗 Wait Times Analysis Compare current and historical waiting times by urgency category.
🔗 Demand & Capacity Planning Analyse how current bookings align with future demand.
🔗 Bookings & Reviews Review upcoming appointments, cancellations, and follow-ups.
🔗 Clinic Effectiveness & Appointment Outcomes Assess clinic utilisation, new-to-review ratios, FTAs, and discharges.

Each group includes one or more components that visualise data at a different level, from patient-level lists for administrative work, to service-level dashboards for specialty and executive oversight.

Who uses the Outpatients domain

The Outpatients domain supports a wide range of users across administrative, nursing, and clinical teams.
Common user roles include:

Role What they use it for
Outpatients Bookings Officers Manage waiting lists, schedule appointments, and prevent breaches.
Outpatients Managers / NUMs Oversee clinic operations, staffing, and performance targets.
Referral and New Case Officers Track uncategorised referrals and triage completion.
Outpatients Program Leads Monitor long-wait / overdue patients and transformation initiatives.
Specialists Consultants Review clinic load, manage follow-ups, and monitor service performance.

How to get started

  1. Explore the current state of your waiting list
    Begin with the Waiting List > Trends component to see your total waiting list numbers, triage breakdowns, and long-wait / overdue volumes.

  2. Check current and forecasted risks
    Use Waiting List > Risks & Projections to identify patients approaching breach and forecast future pressure points.

  3. Review clinic utilisation and performance
    Open Clinic Effectiveness and review the different components to compare clinic throughput and identify improvement opportunities.

  4. See your upcoming schedule
    Use Bookings > Future Booked Appointments to view all upcoming clinics, check fill rates, and confirm that high-priority patients are scheduled appropriately.

  5. Plan ahead with forecasting tools
    In the Outpatient Forecasting Tool, model demand scenarios and assess the impact of new clinics, service changes, or resource shifts.

Video walkthrough

🎥 Watch the Introduction to the Outpatients Domain video for a quick tour of components, navigation tips, and key concepts.

Want a detailed breakdown?

If you’d like a more detailed look at every component, chart, patient list, and tile in the Outpatients domain, you can download the full SystemView Outpatients End User Guide below.

📎 Download: SystemView Outpatients Guide

Tips for success

  • Start broad, then drill down. Begin with specialty-level overviews before moving into patient-level lists and cohorts.
  • Use filters consistently. Specialty, site, and category filters keep your data focused and comparable.
  • Pair with other domains. Outpatients connects closely with Surgery (for pre-admission pathways) and Beds (for flow and discharge visibility).
  • Bookmark key components. Save your most-used charts, lists and tile into dashboards in Interact for faster access.