Patient Reports

Patient List Report

The patient list report is primarily a report to generate a list of patients that match specific criteria.  You can run a patient list report from the Reports page, accessible from the Main Navigation Menu.

Patient List Report filters and columns.

Here are all the possible filters for the patient list report, and how they work:

1. Date of birth, starting at/ending at: This filter setting will allow you list all patients whose date of birth is filtered according to 3 possible scenarios.  This kind of filtering is best when attempting to generate a list of patients who are of a particular age.
   1. Only enter a date in the ‘starting at’ filter will provide you a list of patients whose date of birth occurs on or after the date specified.
   2. Only enter a date in the ‘ending at’ filter will provide you a list of patients who date of birth occurs on or before the date specified.
   3. Enter a date in both ‘starting at’ and ‘ending at’ will provide you a list of patients whose date of birth lies on or between the ‘starting at’ and ‘ending at’ dates specified.
   4. Checking off ‘today’ is the same as entering the current date in the corresponding date field.
2. Has their birthday, on or after/on or before:  This filter setting will allow you to list all patients whose birthday is filtered according to 2 possible scenarios.  This kind of filtering is best when attempting to generate a list of patients whose birthdays are of interest, as opposed to their age.
   1. Enter a date in both ‘on or after’ and ‘on or before’ will provide you a list of patients whose birthday lies on or between those 2 dates.
   2. Checking off ‘today’ is the same as entering the current date in the corresponding date field.
3. Filter by location: Entering a term here will search the patient’s address information for a match.
4. Filter by Custom ID: This allows you to search by custom ID.  Note that custom ids are not created by OutSmart.  These refer to your own patient ID’s you may have entered into the system either manually, or via a patient import.  These numbers are usually used when you have a separate filing system where your patient’s are identified by a unique ID.  In that case, you might have entered those IDs into OutSmart as their Custom ID.
5. Filter by first chart between: The use of this filter will pull up a list of patients whose first chart with you (if you are logged in as a practitioner) or with any practitioner in the office (if you are logged in as admin) was created between the 2 dates specified.  This will be looking at the dates of your SOAP charts.
6. Filter by First Appointment between: The use of this filter will pull up a list of patients whose first visit with you (if you are logged in as a practitioner) or with any practitioner in the office (if you are logged in as admin) was scheduled between the 2 dates specified.  This will be looking at your calendar.
7. Filter by Last Appointment between: The use of this filter will pull up a list of patients whose last visit with you (if you are logged in as a practitioner) or with any practitioner in the office (if you are logged in as admin) was scheduled between the 2 dates specified.  This will be looking at your calendar.
8. Last Appointment Status: This filter allows you to choose to show only those patients whose last appointment has one of the statuses you select.
9. Columns and column order: This area will allow you to specify which columns you want to see as part of your report.  You can drag and drop to re-order, or click on the ‘x’ for a column title to remove it.  You can also click in the white space next the to column names to open up a list of many more columns you can add to the report.

The following are some common patient list reports, and corresponding filter settings, to help you get started.

Monthly Upcoming Birthday Report

This patient list report configuration can be used to get a list of upcoming birthdays:

• Set the ‘Has their birthday on or after’ to the first day of the month.
• Set the ‘Has their birthday on or before’ to the last day of the month.
• Run the report.

Retrieving a list of patients with birthdays in the month of June.

You could also augment this report with more information, like the date of their next appointment.  To do this, click into the columns area, and add the column “Date of next appointment”.  This can allow you to get an idea if any of your upcoming patients also have birthdays coming up.

Monthly list of new patients

This configuration will provide a list of new patients for the month.

• Set the ‘Filter by first appointment between’ dates to the start and end dates for the current month to get a list of new patients this month, based on scheduled bookings, OR,
• Set the ‘Filter by first chart between’ dates to the start and end dates for the current month to get a list of new patients this month, based on SOAP charts created.

Retrieving a list of new patients from the month of June 2019.

It would also be helpful to add the columns ‘Date of first chart’ or ‘Date of first appointment’ if you’d like the actual date of the appointment to be part of the results returned.

Patient Cancellation List

This will produce a list of patients whose very last appointment was a cancellation.  This means it will be a list of all patients who could potentially be contacted to find out if they are ready to book a new appointment.  If you are logged in as a practitioner, you will see all patients that were booked with you.  If you are logged in as an admin, you will see all patients booked with any practitioner at the current office you are logged into.

• Set the “Filter By Last Appointment between” to specify the start and end dates of the search for the cancelled appointments.  For example, setting the start date to the start of a month, and the end date to the end of a month, will generate a list of patients whose last appointment with you or your clinic was within that month.
• Set the “Last Appointment Status” to the entire list of statuses that indicate an appointment that was cancelled: No Show, Cancelled without notice, Cancelled with notice, Rescheduled, and Cancelled.
• Update the “Column and Column Order” field to reflect the columns that you are interested in seeing in the report.  I recommend including Date of Last Appointment, Office / Practitioner on Last Appointment, and Last Appointment Status.
• Remember that you can save your reports using the “Save As” functionality at the top right of the report filters area.  Type in a name for your report, like “Cancellation List” and then click on “Save As”.  You’ll be able to retrieve the report using the “Load a Saved Report” drop down at the top left of the filters area.

Generating a list of all patients who have cancelled appointments in March 2020, and not re-booked.

List of patients in a specific city

This configuration will give you a list of all your patients in a specific city.

• Set the ‘Filter by location’ field to be the city’s name, for example ‘Ottawa’.

Retrieving a list of patients who live in Ottawa.

Patient Recall Report

The patient recall report is still in development, but we have released it to get some feedback while we complete the work.  The intention of the report is to allow you to generate a list of patients who have not been at the clinic in a certain period of time.  This will help with determine which patients to contact in order to increase follow-ups.  Note that the Patient Recall Report is based on SOAP Chart dates, not scheduled visit.  This report considers a created chart as a real indicator that a patient has been in, as opposed to using the calendar.

The patient recall report will help you to see who has not been back for a follow-up in a certain period of time.

There are a number of possible filters for this report, and here is how they work:

1. First visit occurred between: This filter allows you to select a date range where the first visit, based on SOAP chart dates, would have occurred.
2. Last visit occurred between: This filter allows you to select a date range where the last visit, based on SOAP chart dates, would have occurred.
3. Number of days since last visit: This filter allows you to specify the minimum number of days that should have elapsed since the last visit, based on SOAP chart dates.
4. Option 1: Total number of visits between: This filter allows you to specify a range for how many visits (charts) the patient must have had.
5. Option 2: All these selected visits: This filter allows you to specify which specific chart types must have been created for the patient.  You can also specify how many additional chart types of any kinds that must have been created for this patient.
6. Option 3: Any combination of these visits: This filter allows you to specify a list of chart types of which the patient must have had some, not all, created for them. You can also specify how many additional chart types of any kinds that must have been created for this patient.

Here are a few common ways of using this report:

Get a list of active patients who have not been at the clinic in the last 60 days.

Let’s say that we define an ‘active’ patient as one who has come in for an appointment sometime in the last 6 months.  So this means we want a list of patients who have come in anytime in the last 6 months, for any kind of visit, but have not been in the clinic for at least 60 days.

• Set the ‘Last Visit Occurred Between’ to range from 6 months ago to today.
• Set the ‘Number of days since last visit’ to 60
• Choose option 1, and set the ‘Total Number of visits’ to span from 1 to 100.

What this tells the system is: Find any patient that has been in the clinic sometime in the last 6 months, but who has not been to the clinic in the last 60 days, and has at anywhere from 1 to 100 charts created for in total so far.

Retrieving a list of active patients who have not visited the clinic in the past 60 days.

Get a list of patients who have come in for a first visit, but nothing else.

• Select Option 2, and choose your first visit type from the list.
• Set additional services to 0.

This will retrieve a list of all patients who have come in for your fist visit, but have not come in for any additional visits of any kind.

Retrieving a list of patients who have only had an initial visit.