Introduction
The Follow Up Report in TrackStat helps your team track and manage patients and leads who require attention. It centralizes follow-ups for new leads, patients who haven’t committed to care or scheduled future visits, and existing patients with outstanding needs such as preauthorizations, records requests, or billing.
This report promotes consistent communication, improves patient engagement, and streamlines administrative tasks while integrating with your EHR/EMR.
What the Follow Up Report Is Used For
Use the Follow Up Report to track:
New leads (not yet in your EHR/EMR)
New patients who haven’t committed to care or scheduled future appointments
Existing patients who need preauthorizations, records requests, help paying their bill, or other reactivation tasks
By keeping everything in one place with notes, tags, statuses, and dates, you ensure no one is overlooked.
Adding Patients and Leads to the Follow Up Report
Adding Existing Patients (EHR/EMR Patients)
1. Locate the patient using Patient Search or find their name on any report.
2. Assign the “follow up” tag by typing "follow up" in the tag box followed by clicking the grey plus "+" icon or check the Follow Up box in the Follow Up column where available.
Adding Non-Patients / Leads
From the Inbox: Filter by Contact Types → check Non-Patients, click the contact’s name, then select Add to Follow Up.
Directly on the Follow Up Report: Click the + Add New Lead button at the top and enter their contact information.
Marking patients as “Follow Up” (via checkbox or tag) automatically adds them to the Follow Up report so nothing falls through the cracks.
Row Colors and Available Actions
Blue rows - Non-patients/leads (not in EHR/EMR). Added manually. Options: Edit and Delete.
White rows - Patients from your EHR/EMR. Added via the “follow up” tag. Option: red “X” (to hide/mark as reviewed).
Note on the “follow up” Tag
This is a built-in TrackStat system tag (grey, patient-specific) that cannot be edited or deleted. It is not case-type specific. Patients with multiple case types in the EHR may appear in multiple rows (one row per case type).
Customizing and Managing the Report
Notes: Add notes (e.g., payment details or tasks) with the date and your initials for accountability. Place newest notes at the top for quick reference.
Custom Statuses: Create and apply sortable statuses such as First Attempt, Second Attempt, Cold/Warm/Hot leads, Billing, or team member name. To add a status: Click Choose Status → green + → type the name → green checkmark → select the status.
Next Follow Up Date: Add dates and sort the column (ascending or descending) to prioritize urgent items. (Note: This date is specific to the Follow Up report and does not appear in other reports like the Recall List.)
Bulk Updates: Hold Shift + Click (or Ctrl/Cmd + Click) to select multiple rows, then apply tags or update statuses in bulk.
Removing, Hiding, and Re-Adding Patients
Hide / Mark as Reviewed: Click the red “X” on the far right. This hides the row and automatically assigns the “Follow-Up Reviewed” (or “np follow up reviewed”) system tag. The tag signals to your team that the item has been handled.
Why can’t I delete a “np follow up reviewed” tag? The “np follow up reviewed” tag is a built-in system tag that cannot be edited or deleted. It is automatically assigned when you click the red “X” to hide a row. It helps your team track that the follow-up has been reviewed and prevents items from being lost or missed.
What if I need to follow up with a patient again in the future?
Click the Show/Hide column on the far right of the report to display all hidden entries.
Locate the patient and click the blue curved arrow (Include) icon to bring the patient back onto the active Follow Up report.
Moving a Patient to the Weekly Care Report
Check the “Weekly Care” checkbox on the row.
Click the red “X” to hide the patient from the Follow Up report.
Best Practices
New Leads: Use the blue rows or apply a “- follow up” exclusion filter to quickly identify and manage leads not yet in your system.
Patient Follow Ups: Use custom statuses and Next Follow Up Dates to organize and prioritize your outreach.
Batch Updates: Select multiple rows with Shift + Click (or Ctrl/Cmd + Click) to apply tags or update statuses efficiently.
Integrating the Follow Up Report into your daily workflow ensures consistent communication, stronger patient engagement, and smoother operations. Combine it with the Recall List, Patient Management report, Cancelled/Missed report, and All Patients report for complete coverage of your patient workflows.
Troubleshooting Tips
Patient appears multiple times → Expected behavior for patients with multiple case types in the EHR.
Cannot delete “np follow up reviewed” tag → Normal system behavior (it provides accountability).
Next Follow Up Date not visible in other reports → This is by design (report-specific).
Need to permanently stop following up → Remove the “follow up” tag from the patient card or click the red "X" to hide the patient.
Want to re-show a hidden patient → Use the Show/Hide column and click the blue curved arrow (Include) icon.
Patient has the "follow up" tag but is not visible on the report → patient has likely been marked as "Inactive" or "Discharged" in your EHR. Patients who have been archived or marked as deceased in your EHR will not show up on the Follow Up report.
Keywords: TrackStat Follow Up report, add to follow up, remove from follow up, follow up tag, np follow up reviewed, custom statuses, next follow up date, add new lead, re-add to follow up, show hide column, patient reactivation, bulk updates, TrackStat reports.