Inactive patient report request

  • 1
  • Question
  • Updated 6 months ago
  • Answered
I'm wondering how other clinics manage a "file review" process once all clinical notes are done within Front Desk.  Prior to this new life, we would go through our current files, separate them into piles by practitioner and place them on their desk and ask them to make calls to make sure the episode of care has resolved satisfactorily - i.e. they missed an appointment, didn't rebook, and now they're fine.  Great.  The physical file gets a note to that effect and is put into discharge filing and all is well with the world.

I thought the Inactive/Active patient report would fit this need, however, despite how it looks and after raising a support case and being helped to understand it, this report will always show a transaction on a patient file even if it wasn't an actual appointment, e.g. they popped in and bought some stock off the shelf.  We don't need to know about these transactions, we just want to make sure that folks that have had an appointment and don't have a future appointment or a recall have finished their episode of care.  There is no method of "discharging" a patient that I can figure out or a report to show this.

I have been pointed in the direction of using the Patient List, exporting this and filtering for no "Next Appointment Date".  However, the Patient List does not include the practitioner, and so I would need to run this report for every practitioner in every location, filter each file, save each file and send them to each practitioner.  This is a task I need to perform each month and would be incredibly time consuming using this method.

Any other ideas or suggestions on how other clinics manage this would be greatly appreciated!
Photo of Andrea Lutt

Andrea Lutt

  • 13 Posts
  • 1 Reply Like

Posted 7 months ago

  • 1
Photo of Joyaa Antares

Joyaa Antares

  • 335 Posts
  • 99 Reply Likes
Hi Andrea

We use a two-phase approach to this.
1. A paper system on which the receptionist logs all cancel-not-reschedules, did-not-rebooks, missed appointments etc.
2. Each practitioner then goes through the list (say weekly) and uses FD to add a RECALL against the patient's name for those patients they wish to "recall".   We have various recall "types" - specifically ... (you guessed it) ... cancel-not-reschedules, did-not-rebooks, missed appointments etc. !  Plus the date to recall.  Then the prac runs off the recall report whenever they need and makes the phone calls that they want to make, remembering to delete that recall once they no longer need it.

Does this sound like the sort of thing you are after?  If so, I am sure SS can provide further advice about how to set it up.

Best, Joyaa
Photo of Timothy

Timothy, Business Care Manager

  • 899 Posts
  • 271 Reply Likes
Hi Andrea. Thank you for your post. After reviewing your support enquiry from this morning, we can now see that the item code filters on the Inactive/Active Patient report aren't affecting the transaction date range selected in the report. We are prioritising a change for our next upgrade that will handle this scenario correctly. After the upgrade is released, you will be able to run the Inactive/Active Patient report with the item code filters correctly filtering out items billed in the selected date range. We will post a more detailed walk through when this upgrade is released.
Photo of Andrea Lutt

Andrea Lutt

  • 13 Posts
  • 1 Reply Like
Thanks Tim!  Look forward to the fix :) 
Photo of Joyaa Antares

Joyaa Antares

  • 335 Posts
  • 99 Reply Likes
Hi Tim - any idea when the next upgrade may be coming out, as I'd like to update our computers when this is available.  Cheers, J.
Photo of Timothy

Timothy, Business Care Manager

  • 899 Posts
  • 271 Reply Likes
Hi Joyaa. It's difficult to give a concrete time frame when it comes to software development. We're aiming for a release in the coming weeks, but ultimately the upgrade will be released once it passes our quality processes.
Photo of Timothy

Timothy, Business Care Manager

  • 899 Posts
  • 271 Reply Likes
Hi all. Thank you for your feedback. Front Desk v18.3.4 is now available for download at www.smartsoft.com.au/support which includes a change to the Active/Inactive Patients report. The "By Item" filter now applies to transactions in the selected date range. Previously, this would include patients who had been billed the item code at any time.
Photo of Andrea Lutt

Andrea Lutt

  • 13 Posts
  • 1 Reply Like
Thanks Tim - this update is great as we can now easily ensure our patients don't drop off the radar - thank you!