Introduction
The Recall List is one of the most powerful tools in TrackStat. It identifies MIA (Missing in Action) patients - those who have received care at your practice but currently have no future appointments scheduled. These patients may still need ongoing treatment, and proactive outreach helps reduce drop-off, fill your schedule, boost retention, and increase revenue.
The report pulls real-time data from your integrated EHR (such as ChiroTouch Classic, ClinicMind, or Eclipse) and ranks patients by Recall Score - patients most likely to reschedule appear at the top. It also accounts for patient value (visit history and payments). Regular use lets your team focus on high-priority outreach via text, email, or phone, while documenting efforts directly in the platform.
How to Access the Recall List Report
Log in to TrackStat.
Click the Recall List icon on the left sidebar (looks like a phone with a curved arrow around it).
The report defaults to patients with no future appointments who have an active case or account in your EHR.
Primary Filter: Last Visit Date
Use the main dropdown at the top to control which patients appear based on their Last Visit Date:
Yesterday
Last 10 days
Last 30 days
Last 60 days
Last 90 days
Last 6 months
Last year
Between 1-6 months
Between 12-18 months
Specific Date
Create Custom Range
Recommended Time Periods for Outreach
Group patients by inactivity to tailor messaging:
Last 10 Days — Recently missed or left without scheduling. Reach out quickly while top-of-mind.
Between 1–6 Months — Due for care; a gentle nudge often works.
Between 12–18 Months — Longer lapse; use educational or seasonal messaging (e.g., “Spring Tune-Up”).
To change the filter: Click the dropdown → Select range or custom dates → Load.
Report Views (ChiroTouch Classic Only)
Patient Specific (default): One row per patient. Excludes patients who have a future appointment on any case type.
Case Type Specific: Shows separate rows for each case type. Patients can appear multiple times if they have mixed appointment status across cases. Useful for detailed decision-making.
To switch: Use the radio icons near the top of the report and select the desired view. Sort by name for easiest scanning.
Understanding the Report Columns
Most columns are sortable by clicking the header:
Last Name, First Name
Last Visit Date
Last Appointment Purpose
Next Appointment Date (shows a red "X" icon if none scheduled; may show a date if future appointments exist on another case type)
Age, Sex
Cell Phone, Home Phone
Patient Notes
Follow Up Date (Recall List-specific; does not populate on other reports)
Case Type
Provider
Last Text/Email Communication Date
Fee Schedule, Insurance
Account Balance, Patient Balance, Insurance Balance
Total Paid, Total Visits
Recall Score (higher # = more likely to reschedule + higher patient value)
Diagnosis (Dx)
Tags
First Visit Date
Secondary Filters for Targeted Lists
Use filters on top left (funnel icon):
Age Range
Tags (include with green + or exclude with red –)
Sex
Zip Code, City, State
Case Types
Diagnosis
Fee Schedules
Providers
Insurance Companies
CPT (Service) Codes
Last Appointment Purpose
Attorney
Default Tag Behavior: The system typically excludes tags like employee, family, friends, moved, not qualified for efficiency.
To exclude “not qualified” or similar:
Click the Filter (funnel) icon.
Select Tags.
Expand categories and click the tag box twice until the red minus (–) appears.
Click Filter.
You can save your filters for future use.
Recall Score & Sorting
The list automatically sorts by Recall Score (highest first) to prioritize patients most likely to schedule. It factors in visit consistency, engagement, and patient value.
You can also sort by:
Total Visits (patients with 90 visits are more likely to book the 91st)
Total Paid (insurance + self-pay)
This saves time - start at the top.
How to Contact Patients from the Recall List
Click a patient’s name in gray to open the messaging window and send a personalized text or email.
For bulk outreach: Use canned replies or master canned replies. See the Canned Replies article.
Call using the listed cell phone number.
Bulk messaging tool available for multiple patients.
Example message: “Hi {{PatientFirstName}}, it’s been a while since your last visit. We’d love to get you back in for care - reply or call to schedule! {{OfficeName}}”
Documenting Outreach
After contact:
Add a Patient Note: Start with date (mm/dd/yy), brief summary, end with your initials.
Use the Follow Up Date column for the next contact date.
Sort the report by Follow Up Date for task management.
Notes added here save to TrackStat and sync to the patient’s EHR file (e.g., ChiroTouch). If a patient does not need follow-up, note it clearly.
Best Practices
Review the list daily or weekly and spend 10–15 minutes on the top of the list.
Prioritize high Recall Score patients.
Use tags to maintain clean lists.
Combine with monthly birthday campaigns for low-pressure re-engagement.
Benefits: Fills schedule gaps, improves patient outcomes, increases referrals, and grows revenue efficiently.
Eclipse EHR Note
When rescheduling in Eclipse, both original and new appointments may be marked “rescheduled.” This can cause patients with future visits to be excluded from the Recall List.
Recommended fix: Cancel the original appointment and schedule the new one fresh. Alternative: Use the Cancelled/Missed Report with the filter to include rescheduled appointments.
Troubleshooting
No patients appear? Broaden the Last Visit Date filter (e.g., Last 30 days).
Filters not applying? Clear all and re-apply one by one.
Dashboard Weekly Visits Goal count differs from Recall List? Dashboard counts unique patients; the Recall List may show multiple line items per patient (e.g., multiple same-day appointments).
Keywords: TrackStat Recall List, patient recall report, reactivate patients, MIA patients, no future appointment, patient reactivation, recall score.