Excel for Healthcare: Patient Tracking, Scheduling, and Compliance Reporting

Appointment Scheduling

Build a daily schedule grid:

• Time slots as rows (15 or 30-minute intervals)
• Providers as columns
• Data validation dropdowns for appointment types
• Conditional formatting by appointment status

Count appointments per day: =COUNTA(ProviderColumn)-1 (minus header)

Staff Scheduling

Track shift coverage:

• Staff names in rows, dates in columns
• Shift codes (Day, Evening, Night, Off)
• Hours per week: =COUNTIF(StaffRow, “Day”)*8 + COUNTIF(StaffRow, “Evening”)*8...
• Overtime flag: =IF(WeeklyHours>40, “OT”, “”)

Use conditional formatting to highlight coverage gaps.

Training and Certification Tracking

Track staff certifications:

• Employee name and role
• Certification name (CPR, licensure, etc.)
• Issue date and expiration date
• Status: =IF(ExpirationDate<TODAY(), “EXPIRED”, IF(ExpirationDate<TODAY()+90, “Expiring Soon”, “Current”))

Conditional format expired certifications in red, expiring soon in yellow.

Equipment and Supply Tracking

Medical equipment maintenance log:

• Equipment ID and description
• Location and department
• Last service date
• Next service due: =EDATE(LastService, ServiceIntervalMonths)
• Service status: =IF(NextServiceDue<TODAY(), “OVERDUE”, “OK”)

Quality Metrics Dashboard

Track practice performance:

• Patients seen per day/week/month
• No-show rate: =COUNTIF(Status, “No Show”)/TotalAppointments
• Average wait time
• Patient satisfaction scores
• Revenue per visit

Compliance Checklist Tracking

For audits and compliance requirements:

• Requirement description
• Category (HIPAA, OSHA, state regulations)
• Status (Compliant, Non-Compliant, In Progress)
• Last review date
• Next review due
• Responsible party

Official Resources

• EDATE function — calculate certification dates
• NETWORKDAYS.INTL — scheduling with custom weekends