Location in SystemView: SystemView > Explore > Surgery > Chronological Management > Booking Auditor
In this article:
- What it is
- Why it matters
- How to use it
- What's on the screen
- How it works
- How it helps you
- Best practices
- FAQs
What it is
The Booking Auditor gives you a daily worklist of Category 2 and 3 patients who are booked out of chronological turn and could still be moved to a later date. For each doctor, it also lists the unbooked patients who are next in turn, so you can see who could have that theatre time instead.
A booking goes on the worklist when all three of these are true:
- The patient is booked out of chronological turn.
- The operation is at least two weeks away.
- On the day of the operation, the patient will still have more than 21 days before their treat-by date.
These are the bookings with room to move.
Why it matters
Treat patients in order and make every theatre session count.
- See which patients are booked out of turn and could still be moved.
- See how much theatre time those bookings take up, in four-hour sessions.
- Spot unbooked patients who are close to their treat-by date.
- Give surgeons and booking teams a clear list to plan fairer, more efficient theatre schedules.
How to use it
Filter to focus your view
Use the filter bar to narrow the results:
- District and Facility: limit the data to a district or a hospital.
- Specialty: focus on one specialty. The doctor chart and the Doctor filter appear once you choose a specialty.
- Doctor: show one doctor's bookings and waiting list. The doctor's patient tables appear further down the page.
You can also click a bar in the specialty or doctor chart to select it.
Work through the worklist
- Start with all specialties. The two tiles at the top show how many patients to review and the potential session savings.
- In the specialty chart, click the specialty you want to review. The tallest bars have the most session time to review.
- In the doctor chart, click a doctor.
- Scroll down to the doctor's Operation Bookings and Unbooked Patients tables. Bookings shaded purple are out of turn. Unbooked patients shaded orange could be booked instead to keep the list in order.
- To compare like with like, click a primary procedure code or description in the Operation Bookings table. Both tables then show that procedure only. Click Clear Selections to see everything again.
- Review the list with the surgeon or at your booking meeting. You can export any table to Excel. See How do I export charts and tables? ›
Switch between the Sessions and Patient views
The Sessions / Patient toggle above the charts changes what the charts count:
- Sessions shows the estimated procedure time of the worklist bookings, grouped into four-hour sessions. Use it to see the effect on theatre time.
- Patient counts patients in two groups. The first is unbooked patients of any category who are within 28 days of their treat-by date. The second is the Category 2 and 3 patients on the worklist.
Calculation logic
- Session savings: Sum of total procedure time for out-of-turn bookings, converted into 4-hour session blocks (240 minutes).
- Chronological ranking (Wait List Order): Determined by category and treat-by date relative to other patients under the same doctor and specialty.
This section covers every tile, chart and table in the component. Chart and table titles end with the date of the data, for example "as at 21 Oct 2025".
Tiles and information panel
| Tile | What it shows |
|---|---|
| Patients to Review Due to Out of Chronological Booking Turn | The number of patients on the worklist, which means bookings that meet all three conditions listed under What it is. |
| Potential Session Savings | The estimated theatre time the worklist bookings take up, in four-hour sessions. This time could go to patients who are next in turn if the bookings were moved. |
| Information panel | A reminder of the three conditions a booking must meet to appear on the worklist. |
Charts
| Chart | View | What it shows |
|---|---|---|
| Sessions for Category 2 & 3 Patients Booked Out of Turn that Could Be Rebooked by Specialty | Sessions | Session time of the worklist bookings in each specialty. Click a specialty to show the doctor chart. |
| Sessions for Category 2 & 3 Patients Booked Out of Turn that Could Be Rebooked by Doctor | Sessions | The same measure for each doctor in the selected specialty. |
| Unbooked Risks & Category 2 & 3 Patients Booked Out of Turn that Could Be Rebooked by Specialty | Patient | Two bars for each specialty. Unbooked Risk (All Categories) counts unbooked patients within 28 days of their treat-by date. Patients Booked Out of Turn and Booked >= 2 Weeks Into The Future counts the patients on the worklist. |
| Unbooked Risks & Category 2 & 3 Patients Booked Out of Turn that Could Be Rebooked by Doctor | Patient | The same two groups for each doctor in the selected specialty. |
Tables
| Table | When it appears | What it shows |
|---|---|---|
| Operation Bookings that Could Be Rebooked | Always, for the filters you have chosen | The worklist. It lists every booking that meets the three conditions, with patient details, operation date, allocated session time and procedure. |
| Operation Bookings | When a doctor is selected | All upcoming Category 2 and 3 bookings for the doctor, both in turn and out of turn. Columns include Booking Order (Booked in Turn or Booked Out of Turn), Cat 2 & 3 Wait List Order (the patient's place in the doctor's chronological order), Days Until Breach, Days Until Breach at Operation Date, Procedure Length Estimate (min) and the primary procedure code and description. |
| Unbooked Patients | When a doctor is selected | Category 2 and 3 patients on the doctor's list who don't have an operation date yet. It shows who is next in turn, the estimated session time each patient needs, how many days are left before their treat-by date, and procedure details. |
Table colour key
The table key above the doctor's tables explains the row colours.
| Colour | Key label | What it means |
|---|---|---|
| Purple | Patients Booked Out of Turn | The patient is booked ahead of patients who are higher in the doctor's chronological order. |
| Light pink | Bookings Made Yesterday Out of Turn | An out-of-turn booking that was made yesterday. |
| Orange | Patients That Can Be Booked | Shown in the Unbooked Patients table. These patients could be booked next and keep the doctor's list in chronological order. |
At some sites the key also has a colour for bookings at a particular hospital.
How it works
The Booking Auditor uses HealthCare Logic's chronological management algorithms. Each day it ranks every doctor's Category 2 and 3 patients in chronological order. It then checks each booking against that order and applies the worklist conditions.
Calculation logic
| Term | How it is worked out |
|---|---|
| Chronological order (Cat 2 & 3 Wait List Order) | Patients on the same doctor's waiting list are ranked by urgency category and treat-by date. |
| Booked out of turn | The patient is booked ahead of patients who are higher in that order. |
| Could be rebooked | Booked out of turn, with the operation at least 14 days from today and more than 21 days before the patient's treat-by date. |
| Unbooked risk | Unbooked patients of any category who are within 28 days of their treat-by date. |
| Session | A four-hour (240-minute) block of theatre time. Session time is the estimated procedure time divided by 240 minutes. |
How it helps you
- Theatre managers can see how much session time is tied up in bookings that could be moved.
- Booking teams get a ready list of bookings to review, next to the patients who could be booked instead.
- Unbooked patients close to their treat-by date stand out, so they can be booked before they breach.
- Surgeons and booking officers can export the lists for planning meetings.
- Bookings stay closer to the order set by clinical urgency and time waited.
Best practices
How often should I use it
| What to do | How often | Who should do it | Why it helps |
|---|---|---|---|
| Review the worklist and the potential session savings | Weekly | Theatre managers, surgical booking officers | Keeps bookings in line with chronological order |
| Review the doctor tables for bookings to move | Weekly | Theatre and specialty coordinators, surgeons | Gives planning discussions a specific list of patients |
| Switch between the Sessions and Patient views | During planning sessions | Booking teams, surgery managers | Shows the effect on theatre time and on patients |
Pair with these components
- Chronological Management > Booked in Turn
See where out-of-turn booking happens across specialties and doctors, and how it changes over time. - Chronological Management > Recent Bookings Auditor
Check the bookings made in the last day or week against chronological order. - Surgery Waiting List > Risks & Projections
Find unbooked patients who are nearing their treat-by date. - Elective Schedule Monitor
Find theatre sessions with unused time, and the unbooked patients whose procedures fit them.
Tips for success
- Select a doctor and then a procedure code before you compare booked and unbooked patients, so you are comparing patients who need the same operation.
- Use the Patient view when you discuss individual patients. Use the Sessions view for theatre capacity planning.
- Keep the same District and Facility filters as you move between doctors, so the results line up.
- Check the worklist often. A booking drops off once the operation is less than two weeks away, so there is only a short window to move it.
FAQs
Why is a patient shown as booked out of turn?
They are booked ahead of patients on the same doctor's list who are higher in the chronological order. Those patients have a more urgent category or an earlier treat-by date.
Why isn't every out-of-turn booking on the worklist?
The worklist only shows bookings that can still be moved. The operation must be at least two weeks away. On the day of the operation, the patient must still have more than 21 days before their treat-by date. To see all of a doctor's bookings, select the doctor and look at the Operation Bookings table.
Why can't I see the doctor chart?
The doctor chart needs a specialty. Choose one in the Specialty filter or click a bar in the specialty chart.
What is a session?
A four-hour (240-minute) block of operating theatre time.
How often is the data updated?
Daily. The date at the top of the component, and in each chart and table title, shows when the data was last updated.