Introduction
The Weekly Patients Report in TrackStat helps you effectively track and manage patients who are on active treatment plans or expected to visit on a regular (weekly) basis.
This report gives you a clear overview of patient compliance, visit frequency, and treatment progress so you can identify patients who need follow-up, education, or re-engagement before they fall off track.
A blue number in the upper left corner shows the total count of patients currently displayed based on your selected filters.
Key Features
Patient Tracking
View each patient’s First Visit date, Total Visits, Remaining Visits, Scheduled Visits, Unscheduled Visits, and scheduled future appointments.
Monitor visit cadence or frequency over the last five weeks (4 Weeks Ago, 3 Weeks Ago, 2 Weeks Ago, Last Week, Current Week) with color-coded indicators for quick compliance assessment.
Color-Coded Compliance Indicators
Green: Patient is meeting the recommended visit frequency
Yellow: Patient is below the recommended frequency
Red: No visits scheduled or completed in the period
Customizable Filters & Tags
Filter by appointment type, care status (Acute, Corrective, Maintenance), or use custom tags to group patients for targeted communication and follow up.
Communication Tools
Send SMS texts or emails directly from the report to quickly follow up with patients using bulk messaging or individually.
EHR Integration
Patient Notes sync with your EHR (ChiroTouch, ClinicMind, etc.). Dates and visit types are automatically correlated for accurate tracking.
Automatic Completion Handling
Patients who finish their Care Package automatically move to the Completed Care section Extras (3 dots) > Legacy Reports > Completed Care. The Completed Care report can also be accessed by clicking on the blue button in the bottom left of the report Weekly Patients report. The Completed Care report only shows patients with Care Packages in ChiroTouch. If the patient does not have a Care Package in ChiroTouch they will never be on the Completed Care report.
Report Customization & Export
Users with Administrator permissions can download and export the report to a .csv or spreadsheet format.
Use the Show/Hide dropdown option in the upper right corner to choose which columns are visible (columns cannot be rearranged, and new columns cannot be added).
Adjust the Page Size box to display a specific number of patients per page.
Click column headers (e.g., Last Name, First Name, Remaining Visits) to sort data in ascending or descending order.
Available Columns (Sortable)
The report displays data in rows and columns. You can sort most columns in ascending or descending order by clicking the column header:
Last Name, First Name
Care Package
Effective Date
First Visit Date
Start Date (the date from which visits are counted)
Frequency (1x/wk, 2x/wk, 3x/wk, 4x/wk, 5x/wk)
Total Visits
Remaining Visits (equals Total Visits less number of visits since Start Date)
Scheduled Visits (future visits scheduled)
Unscheduled Visits (Unscheduled visits shows remaining visits on the patients care plan that have not been scheduled. If there is a red triangle warning icon, it means the patient has visits scheduled that will cause them to exceed their Total Visits.)
Last Visit
Next Visit
Compliance section: 4 Weeks Ago, 3 Weeks Ago, 2 Weeks Ago, Last Week, Current Week (displays number of visits per week)
Patient Notes
Tags
Status (customizable)
Next Follow Up Date
Balance ($)
PI Card
Appointment Purpose Date (select from drop down)
Case Type
Fee Schedule
Referrals (quantity)
Cell Phone
Email Address
Monthly Care checkbox
Source (audit log showing how the “np start” tag was added, either via TrackStat automation or a specific user login)
Show/Hide (red “X” to hide the row)
Report Controls
Appointment Purpose dropdown (top right): Select an option to populate the Date column to the right of the PI Card with the last or next visit of that specific purpose/type. Great for tracking re-examinations.
Filter icon (upper left): Refine the patient list by:
Contact Info (Has Email, Has Phone, Has Address)
Age Range (From / To)
Tags (include or exclude)
Sex, Zip Code, City, State
Case Types (ChiroTouch only)
Fee Schedules, Providers, Attorneys, Insurance Companies
Referral Sources, Care Packages
Status, Frequencies (1x/wk, 2x/wk, etc.), Source
How to Manually Add Patients to the Weekly Patients Report
Patients with Care Packages (ChiroTouch only)
These patients are added automatically if they have remaining visits and a future expiration date in ChiroTouch.
Patients without Care Packages
1. Open any of the following reports:
- Appointment Report
- Patient Management Report
- Patient Search
- Daily Stats
- Weekly Stats
2. Locate the patient and check the “Start (weekly)” box.
This assigns the “np start” tag and adds the patient to the Weekly Patients Report.
A blue check mark in the Start (Weekly) column means the patient has been assigned the "np start" tag within TrackStat.
A black check mark in the Start (Weekly) column that cannot be edited indicates the patient has a Care Package in ChiroTouch. In this case, the patient is automatically considered to have started care and is assigned the “np start” tag.
The black check mark can only be removed by removing the Care Package from the patient in ChiroTouch.
Note: Patients without a First Visit Date in your EHR will not appear on the report, even if the Start box is checked.
How to Automatically Add Patients to the Weekly Patients Report
NP Start Tag Automation
Go to Extras (3 dots icon) > Automation > Np Start Tag
Click Edit (pencil) icon next to Np Start Automation Rules title
Select desired filters and conditions.
Most common and recommended selection is to check the boxes next to "Patient checked in visits" and "Patient future visits" in the Enable/Disable conditions section. Set both to >= 4.
Make sure the "Patient has had first visit in the last month(s)" is set to 1.
Click green Enable button.
Save changes.
TrackStat will automatically add "np start" tags to new patients based on the selected criteria. For example, based on the recommended settings, new patients who had their first visit in the past month who have had 4 or more completed visits OR who are scheduled for 4 or more visits will be assigned a "np start" tag. These new patients will automatically be added to the Weekly Patients report for tracking.
Note: custom tags cannot be assigned automatically in TrackStat unless the clinic is using the HighLevel (GHL) integration.
After Adding Patients
1. Adjust the Start Date (if needed - defaults to the patient’s First Visit Date).
2. Set or confirm Weekly Frequency and Total Visits.
3. Click blue Load button.
TrackStat will then calculate Remaining Visits and apply color coding for the last five weeks.
Tip: Total Visits and Frequency values are populated automatically using your Account Settings defaults to save time. You can override them for individual patients.
Managing Patients with Multiple Service Types
For patients receiving different services (e.g., chiropractic, massage, acupuncture):
Use Service-Type Care Packages in ChiroTouch so visits are counted toward the correct package.
Alternatively, create separate case types for each service.
How to Remove or Hide Patients
Completed Care Package patients: Automatically moved to the Completed Care section.
Patients without Care Packages (not continuing care): Click the red “X” on the far-right side of the report in the Show/Hide column.
Patients transitioning to Monthly Care: Check the “Monthly Care” box to add a "monthly" tag, then click the red “X”. Use the All Patients report to track patients with one time per month or bimonthly (every other week) frequency by filtering the All Patients report by the "monthly" tag. Review the Last Visit Date and Next Visit Date to make sure the patients are compliant with their treatment plan.
To view hidden patients, click the underlined Show/Hide column header (NOT the Show/Hide dropdown) and use the blue circular arrow icon to restore a row.
Advanced Settings
Set Default Frequency & Total Visits
1. Click the triangle icon (upper right corner).
2. Select Account Settings.
3. Edit the default Frequency and Total Visits values.
4. Save changes.
These defaults will apply to newly added patients and can still be adjusted individually. Only users with Administrator permissions can access Account Settings.
Troubleshooting
Q: Why isn’t a patient showing up on the Weekly Patients Report?
Reset all filters to default (remove any saved favorite filter with the yellow star).
Confirm the patient has a valid First Visit Date. If the patient's first visit date is today and they have not been checked in/out they will not show up.
Check that the patient is not marked Inactive, Discharged, or Deceased in your EHR.
Verify the patient has not been hidden (click the underlined Show/Hide column header to restore).
Ensure the patient has had at least one completed visit within the last 12 months.
np start tags are associated with the patient's first visit week, not the week they accepted care. The tag is tied to the first visit date, and this association is locked once tagged.
Q: Why are the color indicators missing?
Colors only appear when both Frequency and Total Visits fields are populated. They will not show for weeks before the Start Date or if Remaining Visits is negative.
Q: How do I remove a patient who no longer belongs on the report or has completed treatment?
Use the red “X” button in the Show/Hide column on the far right, or tag them as Monthly Care as described above.
Best Practices
Review the Weekly Patients Report weekly to ensure consistent patient management.
Use the report to quickly identify patients who are off-track (yellow or red) and send follow-up messages directly from the report. Click on the patient's name to open the conversation history.
Keep detailed Patient Notes, set Next Follow Up Dates, and apply relevant tags for better team coordination.