📝 Overview
The Census is your real-time overview of the entire clinic. It functions as a whiteboard-style schedule view, giving you a live look at all appointments, statuses, and patient information throughout the day. It can be filtered and sorted to match the needs of each staff member's role — making it a versatile tool for both front desk and clinical staff.
💡 The Census auto-refreshes in real time, so any changes made by another user within the facility are immediately visible — no manual refresh needed. This allows you to instantly see whether a patient has been checked in or checked out, streamlining the day-to-day workflow.
🎥 Video Overview
🔍 How To View the Census
To open the Census, click the Census button from the Schedule screen, or from the left hand navigation under Schedule.
Once open, you will see the current day's date and you can navigate to a different day using the Calendar and the arrow navigation controls on the right of the header.
From the header, you can use the filter button to filer by Appointment Status, Triage, Assign To or Provider.
Appointment Status & Information
From the Census, you can view the status of all appointments along with associated details, including Triage priority, SOAP notes, and invoices.
To update an appointment's status, click the status (i.e. Not confirmed, Confirmed, Checked In, etc.) under the Status field.
Change the Status and select Save.
🔄 Checking Patients In, Triage Status and Checking Out
Checking In
You can check patients in or out directly from the Census. To do so, change the Status to Checked in.
You will be prompted with the Check in Dialog. All status changes made in the Census will automatically update the corresponding appointment icons on the Schedule to match.
Census Timer
Once an appointment is moved to Checked In status, two timers will appear beneath the appointment status:
Total Time — Begins when the appointment status is updated to Checked In and ends when it is updated to Checked Out.
Status Time — Tracks how long the appointment has been in its most recent status, starting from Checked In. This timer resets with each subsequent status update through Checked Out.
💡 Use these timers to improve clinic efficiency and increase client satisfaction by identifying patients who have been waiting the longest.
Triage Status
To update a patient's triage level, click the edit button next to the current triage status.
Available triage statuses are:
Immediate (red)
Urgent (yellow)
Minor (green)
Deceased / Euthanize (black)
Routine (grey)
Assigning Rooms & Areas
Once a patient is checked in, you can assign a room or area for their appointment directly from the Census. Click the Status (Checked-in) of the appointment and select In room and place the patient tin the correct room.
💡 Click the button to learn how to create Rooms in your system.
Checking Out
When checking out from the Census, you will change the Status to Check out and follow the check out dialog. You will be able to select the applicable invoice and process payment from the Census screen.
⚠️ Once a patient has been checked out, you will no longer be able to make updates to their appointment status.
🔧 Sorting & Filtering the Census
The Census can be sorted and filtered to help each team member focus on the appointments most relevant to their role. Sort and filter settings are saved automatically per user, so there is no need to reconfigure them each time.
Sorting
To sort, click the arrows to the left of the applicable column header. Click again to reverse the sort order (e.g., A–Z → Z–A).
Sort order by field:
Status — In Room > Checked In > Confirmed > Not Confirmed > Checked Out > Cancelled
Triage — Immediate > Urgent > Minor > Deceased / Euthanized > Routine
Time — Earliest appointment to latest
Provider — Alphabetical
Client — Alphabetical
Patient — Alphabetical
Filtering
To filter, click the funnel icon in the upper right corner. Select the desired filter parameters by column. As filters are applied, the Census updates automatically and only valid additional filter options will remain available. A number indicating how many filters are currently active will appear next to the funnel icon.
💡 A provider might filter to appointments assigned to them in a Checked In status, while a receptionist may prefer to view all Not Confirmed appointments to follow up with clients.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Does the Census update automatically, or do I need to refresh it?
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The Census auto-refreshes in real time. Any updates made by other users within the facility — such as status changes or check-ins — are reflected immediately without requiring a manual refresh.
Can I access invoices and take payment directly from the Census?
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Yes. When checking a patient out, you can select the associated invoice and process payment directly from the Census screen.
What happens to an appointment's status on the Schedule when I make changes in the Census?
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Any status changes made in the Census are automatically reflected on the Schedule. The appointment icons will update to match the current status.
Are my sort and filter preferences saved between sessions?
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Yes. Sort and filter settings are stored automatically by user, so your preferences will be retained the next time you access the Census.
What do the Census timers track?
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Two timers appear once an appointment reaches Checked In status. Total Time tracks the full duration from check-in to check-out. Status Time tracks how long the appointment has been in its current status, resetting with each status update.