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Bookings > Future Booked Appointments

Get a complete view of your future outpatient bookings and plan ahead with confidence.

Location in SystemView: SystemView > Explore > Outpatients > Bookings > Future Booked Appointments

In this article:

What it is

The Future Booked Appointments component provides a forward-looking view of all outpatient appointments scheduled up to 12 months ahead. It helps staff monitor, review, and audit upcoming clinic activity, ensuring future appointments are accurately booked and evenly distributed across doctors, clinics, and weeks.

Why it matters

See your future outpatients schedule at a glance.

This component gives you a complete view of upcoming outpatient bookings to support forward planning and proactive workload management.

  • Identify where clinics or doctors may be over- or under-booked.
  • Check for scheduling conflicts when a clinician is on leave or a clinic is closed.
  • Audit patient bookings for accuracy and completeness.
  • Plan staff and resource requirements based on future demand.

How to use it

Filter to focus your view

Use the filters to refine which future appointments you see:

  • Time period: Adjust the component to view up to 12 months ahead.
  • Specialty: Select a clinical specialty to focus the view.
  • Doctor: View appointments by individual doctor or resources.
  • Clinic code: Focus on a specific clinic or location.
  • Appointment type: Filter by new or review appointments.
  • Appointment mode: Distinguish between in-person, telehealth, or other modes.
  • Days of week: View data for selected clinic days.
  • Appointment time slots: Narrow to specific times of day or session slots.

💡Tip: Start with the specialty or doctor filters. It keeps the view focused on your area, making it faster to spot overbooked weeks, gaps, or booking conflicts.

Explore your upcoming appointments

The first view in this component displays key metrics summarising your weekly booked appointments across the selected time period.
You’ll see a clear breakdown of booked new, review, and other appointment types, helping you understand overall booking trends and clinic activity at a glance.

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You can then click on a week in the Future Booked Appointments chart to drill down further and view a detailed breakdown of that week’s scheduled appointments by:

  • Doctor: Identify which doctors have higher or lower booking volumes that week.
  • Time and day: Check how sessions are spread across the week to identify peak or quiet periods.
  • Clinic: Review bookings by clinic to see workload distribution.

Each week view also includes a patient list for that specific period, showing all patients booked for appointments within the selected week. This makes it easy to audit upcoming bookings, contact patients directly if changes are required, or reschedule appointments when needed.

Explore patient-level insights

Select the Patients button to open a list of all patients currently booked for an outpatient appointment within your filtered selection.
This list includes key details such as patient name, clinic, appointment date, and mobile number—helpful for auditing or patient communication.

💡 Tip: You can export the patient list to Excel for further analysis or record keeping.
See how to do this in the article: How to export from SystemView.

How it works

This component pulls appointment data directly from the source system and visualises it by week for the upcoming 12 months. Clicking on a week dynamically refreshes the view to show that week’s breakdown by doctor, clinic, and day.

How it helps you

  • Plan ahead with confidence: See upcoming clinic schedules months in advance.
  • Support auditing and leave planning: Verify no patients are booked when doctors are unavailable.
  • Improve workload balance: Identify weeks or clinicians with unusually high or low booking volumes.
  • Enhance communication: Access patient-level details to contact or reorganise bookings as needed.
  • Increase efficiency: Export data for operational or administrative reviews.

Best practices

How often should I use it

What to do How often Who should do it Why it helps
Review future bookings Weekly Clinic Coordinators, Booking Officers Identify scheduling gaps or overbooked clinics early and ensure appointment load is distributed evenly.
Audit doctor schedules ahead of planned leave As required
 Outpatient Admin and Managers Prevents booking conflicts and ensures continuity of patient care.
Review specialty-level trends and capacity Monthly Outpatient Managers or Service Leads Supports longer-term planning and identifies specialties at risk of bottlenecks.
Export and review patient lists Monthly Booking Officers Enables proactive patient contact, auditing, and confirmation of upcoming bookings.

Pair with these components

  • Bookings > Future Booked Appointments by Wait Status: Check that long-wait and urgent patients are being booked within target timeframes.
  • Reviews > Future Booked Reviews: See how upcoming review appointments compare to new bookings to balance clinic load.
  • Clinic Effectiveness > Cancellations and FTA/DNA Trends: Review how future bookings align with past cancellations or FTAs to plan more effectively.
  • Waiting List > Risks & Projections: Match future booking capacity with upcoming long-wait patients to reduce breach risk.
  • Interact > MyHub: Save your filtered view (e.g. specialty or doctor) to easily revisit your future bookings anytime.

Tips for success

  • Focus on your area: Use the specialty or doctor filters to view the clinics you manage and keep the data relevant to your work.
  • Drill down by week: Click on a week to check how bookings are spread across doctors, days, and clinics.
  • Audit regularly: Review upcoming appointments weekly to catch scheduling errors or overbooked sessions early.
  • Check against leave: Cross-check bookings with clinician leave and any planned clinic closures to prevent last-minute rescheduling.
  • Use patient lists for communication: Export the patient list to contact patients directly or confirm attendance.
  • Save your view: Add your filtered setup to MyHub so you can quickly return to it each week.

Want a detailed breakdown?

If you’d like a more detailed look at every filter, chart, and tile in this component, you can download the Future Booked Appointments Guide below.

📎 Download: Bookings > Future Booked Appointments Guide

❓FAQs / Troubleshooting

Q. Why can’t I see a specific doctor in the filter dropdown?
A. If a doctor or resource doesn’t appear in the filter, they may not have any future appointments booked yet, or their details might not be mapped correctly in SystemView.
If you’re sure they have appointments, contact your local SystemView Administrator for support.

Q. Can I see bookings for multiple doctors at once?
A. Yes. You can select multiple doctors in the filter dropdown.

Q. How can I focus on a doctor’s subspecialty or specific clinic if I don't know the clinic code?
A. Some doctors run multiple clinics within a specialty, which can make it hard to tell them apart.
If you know when a subspecialty clinic usually runs (for example, Monday mornings), use the Appointment Day and Time Slot filters to narrow your view to those sessions.

Q. I’ve removed a patient from the schedule - why isn’t SystemView matching the source system?
A. The Future Booked Appointments component updates once, every morning. Any changes made in the source system (like removing or rescheduling patients) will appear after the next data refresh. Check back the following morning to see the latest updates reflected.