Patient Reports

OutSmart has two Patient Reports for finding lists of patients that match criteria:

Report	Best for
Patient List Report	Patient lookups by demographics (birthday, age, city), custom ID, or appointment activity (first/last appointment dates and statuses)
Patient Recall Report	Patients who haven’t been in for a follow-up, based on SOAP chart dates rather than scheduled appointments

Both are accessed from the Reports page in the Main Navigation Menu under the Patient Reports category. See Reporting Overview for the general workflow.

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Patient List Report

A configurable list of patients matching the criteria you set. Each row is a patient; the columns are yours to choose.

The filter options are:

• Date of birth, starting at / ending at — find patients of a particular age. Enter only starting at for patients born on or after that date; only ending at for patients born on or before; both for a date-of-birth range. Checking Today in either field is the same as entering today’s date.
• Has their birthday, on or after / on or before — find patients whose birthday (not year of birth) falls in a window. Useful for monthly birthday lists.
• Filter by location — searches the patient’s address fields for a match. Useful for finding patients in a specific city or area.
• Filter by Custom ID — searches by the Custom ID field on patient records. Custom IDs are not assigned by OutSmart — they are the IDs you import or enter yourself, often from a paper filing system.
• Filter by First Chart between — patients whose first SOAP chart was created in the date range. If you’re logged in as a practitioner, this is your first chart with the patient. If you’re logged in as an admin, this is the first chart with any practitioner at the office.
• Filter by First Appointment between — patients whose first calendar booking falls in the date range. Same practitioner-vs-admin scoping as above, based on the calendar instead of charts.
• Filter by Last Appointment between — patients whose most recent calendar booking falls in the date range.
• Last Appointment Status — restrict to patients whose last appointment has a specific status (for example, No Show or Cancelled with notice).
• Columns and Column Order — drag and drop to reorder, click × to remove a column, click the empty space to the right of the last column to add one.

Sample — Monthly upcoming birthday list

A list of patients with a birthday this month.

1. Set Has their birthday, on or after to the first day of the month.
2. Set Has their birthday, on or before to the last day of the month.
3. Add the Date of next appointment column if you want to see who already has a visit booked.

Sample — Monthly list of new patients

There are two ways to define “new patient” — by their first booking or by their first chart. Pick whichever matches your clinic’s definition.

• By first appointment: set Filter by First Appointment between to the start and end dates of the month.
• By first chart: set Filter by First Chart between to the start and end dates of the month.

Add Date of first chart or Date of first appointment as columns to see the actual dates in the results.

Sample — Patient cancellation list

Patients whose most recent appointment was cancelled or missed — a useful list for follow-up calls to rebook.

1. Set Filter by Last Appointment between to the date range for the cancellations (for example, the start and end of a month).
2. Set Last Appointment Status to the full list of cancellation statuses: No Show, Cancelled without notice, Cancelled with notice, Rescheduled, and Cancelled.
3. Add the columns you want in the results — recommended: Date of Last Appointment, Office / Practitioner on Last Appointment, and Last Appointment Status.
4. Save the configured report (type a name in New Report Name and click Save As) so you can re-run it next month from the Load Saved Report dropdown.

Sample — Patients in a specific city

Set Filter by location to the city name (for example, Ottawa). The filter searches the address fields on each patient record.

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Patient Recall Report

A list of patients who have not been in for a follow-up, based on SOAP chart dates. The Recall Report uses charts (not calendar bookings) as evidence that the patient actually came in — a booked appointment that the patient missed should not count as a recent visit.

Note

The Recall Report and the Patient List Report look at different evidence. Recall uses SOAP chart dates (proof the patient was actually seen). The Patient List Report’s appointment filters use calendar bookings (which include no-shows and cancellations). Pick the report that matches the question — “Who haven’t I seen lately?” is Recall, “Who has cancelled their last booking?” is the Patient List.

The filter options are:

• First visit occurred between — patients whose first SOAP chart was created in this date range.
• Last visit occurred between — patients whose most recent SOAP chart was created in this date range.
• Number of days since last visit — minimum days that have elapsed since the patient’s most recent SOAP chart.
• Option 1: Total number of visits between — a range for how many SOAP charts the patient has had in total.
• Option 2: All these selected visits — a list of chart types the patient must have had all of. You can also specify how many additional charts of any type the patient must have had.
• Option 3: Any combination of these visits — a list of chart types the patient must have had at least one of. You can also specify how many additional charts of any type.

Use Option 1, Option 2, or Option 3 — they are alternatives, not stacked filters.

Sample — Active patients who haven’t been in for 60 days

“Active” here means a patient who came in for any chart in the last six months but hasn’t been back in the last 60 days.

1. Set Last Visit Occurred Between to six months ago through today.
2. Set Number of days since last visit to 60.
3. Choose Option 1 and set Total Number of visits to span from 1 to 100.

The report returns patients who had at least one chart in the last six months, no charts in the last 60 days, and somewhere between 1 and 100 total charts on file.

Sample — Patients who only had a first visit

Patients who came in for their initial visit and never returned for a follow-up.

1. Choose Option 2 and select your initial visit type from the chart-type list.
2. Set the additional-services count to 0.

The result is every patient whose only chart is the initial visit type — they have not had any other chart created.

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Related Pages

• Reporting Overview — how to access reports, configure filters, and save custom reports
• Sales Reports — invoice-level sales totals and a tax-receipt-formatted Patient Year End report
• Schedule Reports — appointment summaries by date, practitioner, or status (calendar-based, not chart-based)
• Downloading Report Data — save any report as a CSV spreadsheet