Introduction
The TrackStat Appointment Report is a powerful patient management tool that goes far beyond the standard scheduler in your EHR (such as ChiroTouch). It lets you instantly see who is scheduled today, tomorrow, next week, or on any past date range while surfacing critical gaps and opportunities that impact your practice’s revenue, patient retention, and compliance.
Use it to:
Prepare for the day and catch problems before they start
Quickly update patient data (changes sync back to ChiroTouch)
Add or view Appointment Notes and Patient Notes
Tag patients for automated tracking
Send bulk texts or emails
Identify balances, missing information, and follow-up needs
How to Access and Use the Appointment Report
Click the Appointment Report icon in the sidebar menu.
Use the date-range selector at the top to choose today, tomorrow, yesterday, last week, or any custom range.
Click the blue Load button (if the data does not load automatically).
(Optional) Click Filters in the upper-left corner to refine by provider, appointment status, purpose, tags, insurance, credit-card status, etc.
Key Columns and Data You Can See The report displays:
Patient name (click to open the full Patient Card and conversation history)
Appointment date, time, status (Future, Canceled, Rescheduled, Checked-in, Missed)
Online scheduling indicator
Provider and Appointment Purpose
Case Type, Fee Schedule, Insurance
Last Visit Date / Next Appointment Date / Number of Future Appointments
Patient Balance ($), Insurance Balance ($), and Account Balance ($)
Credit-card / payment-method status, next payment date/amount (Fortis or Cash Practice integration required)
Total Visits (#), Total Charges ($), Total Payments ($)
Appointment Notes and Patient Notes
Green checkmarks (complete) or red X’s (missing) for: DX (diagnosis), Charges, Email, Cell Phone, Address, Referral Source
Patient tags (Start (Weekly) aka "np start", Follow Up, Monthly Care, Not Qualified)
PI Card fields for personal-injury / auto-accident cases
You can show/hide columns as needed.
The total number of appointments on the report appears in the upper-left corner.
What Makes the TrackStat Appointment Report Different You can instantly identify:
Patients who owe money (patient balance)
Insurance companies that owe money (insurance balance)
Patients with no future appointment
Patients missing contact information (cell phone, email, mailing address)
Patients missing a referral source
Patients missing a diagnosis
Patients missing charges for the day
Last visit date (time for re-exam or insurance re-verification)
Incorrect or inconsistent insurance information and fee schedules
Incorrect or inconsistent case types (ChiroTouch and Eclipse only)
Number of future appointments scheduled
Patients on a current payment plan (Fortis or Cash Practice integration)
Active or expired credit cards / payment methods (Fortis or Cash Practice integration)
Appointment Notes and Patient Notes
Custom or system tags
PI Card information
Updating Patient Information Directly from the Report
You can edit without opening your EHR:
Click the patient’s name to open the Patient Card.
Update cell phone, home phone, email, physical address, or referral source (updates sync to your EHR automatically).
Add, rename, or remove custom tags.
Text or email the patient directly from the card.
Fixing Phone Numbers
Occasionally a cell phone appears in the home-phone field. Click the patient’s name, correct the number. Save changes.
Tagging Patients to Other TrackStat Reports
Quickly assign system tags directly from the report:
Check the Start (Weekly) box → adds “np start” tag and includes the patient in the Weekly Patient report. (Can also be automated via Extras → Automation → Np Start Tag.)
Check the Follow Up box → adds to the Follow Up report (new patients who never started care, outside referrals, records requests, etc.).
Check the Monthly box → tags for monthly-care tracking and statistics.
Check the Not Qualified box → use to exclude patients from blast, drip, and review campaigns (ensure your campaign filters exclude this tag).
Appointment Notes
Notes entered in the Appointment Note column are tied to the specific appointment.
In ChiroTouch Classic they appear as a pop-up on the Front Desk app at check-in.
Common uses: collect balance, update contact/insurance info, schedule next visit, visit number, treatment plan, staff reminders, etc.
Best Practice for Notes
Always click outside the text box after typing so the data saves.
Add the newest note at the top with date and initials (example: “12/05/24 – called and left voicemail – TS”).
Notes sync to/from your EHR (ChiroTouch Classic, Genesis/Billing Dynamix/Clinic Mind, etc.).
Bulk Texting or Emailing from the Appointment Report
(e.g., Office Closure Announcements)
Load the desired date range (and optional provider filter).
Click Select All (or manually check boxes next to patient names)
Choose Text or Email.
Type your message or search for a canned reply (e.g., “Announcement: office closure” or “Announcement: provider sick today / cancel appt”).
Send.
Note: The appointment-time merge field cannot be used in canned replies.
Best Practices & Team Data-Quality Review
Filter out canceled/missed/rescheduled appointments to review only completed visits. Look for green checkmarks on:
DX • Charges • Email • Cell Phone • Address • Referral Source
Sort by Next Appt. Date (click column header) to quickly find patients without future appointments. Review new patient and Day 2/ROF (report of findings) appointments for proper tagging and notes.
Exporting the Report Administrators can download the report as a .csv spreadsheet using the export option.
Troubleshooting Tips
Data not saving in notes or manual fields → Click outside the text box after typing.
Missing notes or checkmarks → Indicates poor data entry and that the team may not be fully utilizing the report - use this as a training opportunity.