Introduction
The Patient Management Report is TrackStat’s most comprehensive tool for managing personal injury (PI) cases - also known as auto accident or motor vehicle accident (MVA) cases. It combines detailed patient and financial data with the powerful PI Card, enabling clinics to track case progress, monitor outstanding balances, schedule follow-ups with attorneys and insurance companies, and reduce billing delays - all in one centralized location.
Key Benefits for PI Case Management
Full visibility of clinical, financial, and attorney-specific data
Automatic tag creation from the PI Card for instant filtering
Built-in follow-up tracking and customizable statuses
Quick identification of missing information to speed up collections
Exportable data for your billing team (Administrator permissions required)
Available Data Columns on the Patient Management Report
You can show/hide columns to focus on what matters most for PI cases:
Last Name, First Name
Patient Notes
Account # (from EHR/EMR)
Case Type, Fee Schedule
Insurance Company, Insurance Info (notes)
Provider
Tags (including Start (Weekly), Follow Up, Monthly Care, Not Qualified, custom tags, and PI Card-generated tags)
Status (customizable)
Inactive indicator
Next Follow Up Date
Injury Date, First Visit Date, Last Visit Date, Next Visit Date
Total Visits (#), Future Appointments (#)
Account Balance ($), Insurance Balance($)
Total Payment ($), Insurance Payment($)
$/Visit (average collections per visit)
Diagnosis
Cell Phone, Home Phone, Email address
Referrals (#), Referred by (Referral Source)
Attorney, Attorney Contact, Attorney Phone
Main Report Filters and Controls
Date filters: First Visit Date, Visit Date, or Injury Date (select Start and End Dates, then click the blue Load button)
Filter icon (upper left): Contact Info, Age Range, Tags, Sex, Zip Code, City, State, Case Types, Diagnosis, Fee Schedules, Providers, Attorneys, Insurance Companies, Referral Sources, Active/Inactive, Status
Page Size control and Show/Hide Columns feature
Download as .csv (blue Download button – Administrator permissions required)
Using the PI Card for Detailed PI Case Tracking
The PI Card is the core tool for managing personal injury cases and appears directly in the Patient Management Report (and other reports like Patient Search, Appointment Report, and Weekly Patients).
How to Open and Use the PI Card
In the Patient Management Report, click the PI Card icon next to any patient.
The PI Card has three tabs:
PI Management
Outside Services
Case Management
Update any fields - TrackStat automatically adds or updates tags on the patient. These tags make it easy to filter the report and identify patients at specific stages of their PI case.
PI Management Tab (tracks key case details)
Case rating (stars)
Patient Status dropdown: Received referral, Scheduled appointment, Completed initial exam, Communicated status to atty, Treatment plan submitted, Treatment plan approved
Property damage (patient vehicle): minor, major, totaled, unknown
Pictures of property damage on file (yes/no)
Pictures of injuries on file (yes/no)
# of vehicles involved
# of people involved
Limits of Liability (options from $15,000/$30,000 up to $250,000/$500,000)
Med Pay or PIP on policy (yes/no) + Total Med Pay/PIP amount (manual entry)
Uninsured motorist amount (manual entry)
Auto insurance on file (yes/no)
Health insurance on file (yes/no)
Police report on file (yes/no/not applicable)
Lien sent to attorney (yes/no/n/a)
Lien signed by attorney (yes/no/n/a)
Ambulance transport (yes/no)
ER Visit (yes/no)
Medical records requested (yes/no/n/a)
Medical records received (yes/no/n/a)
Outside Services Tab (tracks co-management and external care) Checkboxes for:
Brain Imaging Study
CT Study – region(s)
DME – region(s)
EMG/NCV Study – region(s)
Excessive Motion Radiographic Study
MRI Study (regions: Head, Cervical, Thoracic, Lumbar, Pelvic, Upper extremity left/right, Lower extremity left/right)
Xray – region(s)
Acupuncture, Massage
Neurologist, Orthopedist, Pain Management, Physical Therapist, Psychologist, Surgical
Other
Case Management Tab (tracks internal progress)
Case Status dropdown: In Treatment, Maximum medical improvement, Completed treatment, Billed, Bills and records sent to atty, Litigation, Settled (paid), Settled (non-pay), Other
Completed outside treatment (yes/no/n/a)
Step-by-Step: Managing PI Cases with the Patient Management Report
Open the Patient Management Report from the left sidebar (3 heads icon).
Set the date filter (most often Visit Date for active PI cases), choose Start/End Dates, and click Load.
Click the PI Card icon for any patient and complete the relevant fields across the three tabs. Tags will update automatically.
Add dated, initialed notes in the Patient Notes section (newest at top).
Use the filter icon to narrow by tags, Status, Attorney, Insurance Company, etc.
Sort by Next Follow Up Date, Account Balance, Insurance Balance, or Attorney to prioritize follow-ups.
Set or update Next Follow Up Date to stay on top of attorney/insurance contacts.
Scan for missing data (Insurance Company, Diagnosis, Injury Date, Attorney) and update your EHR/EMR.
Export the filtered view as .csv if needed (Admin users only).
Best Practices
Complete the PI Card early (first or second visit) so tags apply immediately.
Create consistent custom Statuses that match your workflow (e.g., In Treatment → Billed → Litigation → Settled).
Review the report weekly; use the upper-left patient count to track active PI caseload.
Combine filters (e.g., Visit Date + specific Attorney + positive Account Balance + “Billed” tag) for targeted collections lists.
Exclude non-relevant patients using tag filters (employee, family, not qualified).
Troubleshooting / Common Questions
Why isn’t a patient showing up? Their First Visit Date, Visit Date, or Injury Date is outside the selected range. Broaden the dates and click Load.
Why is $/Visit unusually high? The patient likely prepaid for a care package with visits remaining. It normalizes after completion.
Can I see attorney and referral details? Yes - dedicated columns for Attorney, Attorney Contact, Attorney Phone, and Referred by.
Does TrackStat show total practice A/R or aging? No - balances appear only for patients with visits in the selected date range.