Active / Inactive Patients Report

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Is it possible to include the option of Appointments as well as transactions?  We quite often have patients, who for various reasons, have a no-charge appointment.  But when we need to do a report for archiving, the current report misses these patients.

I know we can filter by Appointments in the Patient List, but it doesn't have the option of "but not since".  Maybe it's easier to put that option in the Patient List report?  Either way, it would be very helpful.
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SydSportsMed

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Posted 1 month ago

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Timothy, Business Care Manager

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Hi SydSportsMed. Standard procedure for many practices is to bill a zero dollar amount on the odd times a patient is not charged. This not only marks the appointment as completed but also affects other reports.

If you're keen to base the report on the last appointment date, you can export the Patient List to Excel and sort by last appointment date, as shown below. You can then determine which patients you need to archive based on your cut-off point, taking note of patients with a next appointment date.

Go to Reports > Patient List > Export:



Open the export in Excel and scroll to the right to find the Last Appointment Date column. Click the column header:



Use the Sort & Filter option in the top right of Excel to sort from oldest to newest:



We hope this helps!

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SydSportsMed

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Hi Timothy.

This is how we currently do the archiving (the report we run / export to excel).  But the problem with that is that the spreadsheet is enormous.  Our database goes back to 2006.  It is extremely time consuming doing it this way.  And it isn't feasible for us to go back and create a $0 invoice for every no-charge appointment.

In NSW, our legislation stipulates that we must have the following information recorded for archived / destroyed / transferred medical records:

a) Name & D.o.B of patient
b) Date of patient's first appointment
c) Date of patient's last appointment
d) Name of Practitioner last appointment was with (not legislated but recommended by our Medico-Legal)
e) Date file was archived / transferred / destroyed
f) If transferred, where it was transferred to and who sent it

I know you can't help with f), but a) - e) are all recorded in Front Desk, but there is no report that will produce all that information.  We need the ability to export all of this information in the event of an audit, or (god forbid)  an investigation due to a breach.

At the moment I keep a spreadsheet with all of these details entered manually from all the different reports I have to print to get the info required.

So, while the idea I posted wouldn't completely fix this, it would go a long way to making the task less arduous.

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Timothy, Business Care Manager

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Hi SydSportsMed. There are a few things at play in your post that I have addressed below:

1. The suggestion to bill patients a zero dollar amount assumes this was done at the time of the patient's appointment. Understandably, this would be time consuming to do retroactively, but moving forward you could do this.

2. When you archive a patient in Front Desk, none of their information is lost. The patient simply doesn't show in the list of patient results unless you tick 'show archived patients.' Most practices don't archive unless the patient has asked not to be contacted or they have passed away. To be clear, nothing slows down in Front Desk if you choose not to archive your patients.

3. We can assist you by archiving patients in bulk where they have not had an appointment or transaction since a specified date. There is no charge for this service. Please feel free to open a support case for this option.

4. If you are undergoing a more complicated archiving process, it may be more efficient to use our consulting services to do this programmatically for a small charge. Please feel free to contact us if you would like more information on this option.
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SydSportsMed

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Thanks Timothy.  :)