Introduction
TrackStat provides powerful, real-time reports and dashboards to help your practice monitor performance, manage patients, optimize scheduling, and drive revenue. This article outlines recommended daily, weekly, and monthly workflows so your team can use the right reports at the right time. It also includes general tips, troubleshooting guidance, and best practices for notes, filters, exports, and EMR/EHR integrations.
Following these SOPs will help front desk staff stay organized, managers maintain accountability, and owners/doctors get quick visibility into practice health - all while reducing sticky notes, missed follow-ups, and overlooked opportunities.
Recommended Report Usage by Frequency
Daily Reports (Core Operational Checks)
Appointment Report – Plan the next day and review the previous day.
Stats > Legacy Stats > Daily Stats – Quick performance snapshot.
Stats > Legacy Stats > Daily $ – Monitor daily revenue and collections.
Front Desk Priority (Daily): Dashboard Weekly Visits goal, Inbox, Appointment Report, Patient Search.
Weekly Reports (Accountability & Follow-Up)
Stats > Legacy Stats > Weekly Stats
Weekly Patients Report
Follow Up Report
Patient Management Report
Manager Quick Checks (Weekly): Weekly Patients Report + Recall List (to verify staff are rescheduling and documenting).
Monthly Reports (Strategic Review – as needed)
Stats > Legacy Stats > Monthly #
Stats > Legacy Stats > Monthly $
Stats > Practice Summary
Stats > Milestones (Drop Off Analysis)
Owner/Doctor Focus (Weekly/Monthly): Dashboard Weekly Visits goal, Stats reports (big picture), Weekly Patients, and Recall List (oversight only).
Who Should Use Each Report?
Role | Key Reports (Frequency) | Purpose |
Front Desk | Dashboard Weekly Visits (daily), Inbox (daily), Appointment Report (daily), Patient Search (daily), Weekly Patients (weekly), Recall/Follow Up (weekly) | Daily operations, scheduling, patient communication |
Managers / Billing | Dashboard Weekly Visits (daily), Appointment Report (daily), All Patients (weekly), Patient Management (weekly), Stats reports (weekly) | Oversight, financial tracking, staff accountability |
Owners / Doctors | Dashboard Weekly Visits (weekly), Stats reports (weekly/monthly), Weekly Patients (weekly), Recall List (weekly) | High-level visibility and performance monitoring |
Managers should regularly review Weekly Patients Report and Recall List to ensure front desk staff are completing reschedules and adding notes.
General Report Features & Tips
Exporting, Saving, or Printing Reports Most reports can be exported to .csv (spreadsheet) format. Click the Download button (bottom right). Only users with Manager or Administrator access can download reports. Contact your account Administrator if the button is missing. Generally we do not recommend downloading reports as the data is out of date within minutes of export. Instead, we recommend working within TrackStat utilizing Patient Notes, follow up dates, tags, etc..
Viewing More Data
Increase Page Size at the top of the report to see more rows.
Use Show/Hide Columns (top right) to customize visible columns.
To search within a report: Set Page Size to show all rows, then press Ctrl + F and type the patient’s last name or other keyword.
Messaging Patients Directly from Reports Click the patient’s name in grey to open the Patient's conversation history.
Personal Injury (PI) Card Accessible from: Patient Management report, Appointment Report, Weekly Patients Report, and Patient Search.
Referral Source Tracking View and filter/sort by referral source in the Patient Management report.
Patient Notes Best Practices
Patient Notes replace sticky notes and centralize communication.
Best Practice for Entering Notes Format: mm/dd/yy - Note text here - Initials. Always add new notes above the most recent one so the newest information appears at the top for easy visualization while scrolling down the page.
Patient Notes added in any report appear in all other reports.
ClinicMind users only: Notes entered in Genesis sync to TrackStat (read-only). You can add additional notes in TrackStat.
Common Questions & Troubleshooting
Provider Not Showing in Filters
ChiroTouch: Assign the provider as the primary provider on at least one patient’s case/account. They will appear after the next data sync.
ClinicMind: Ensure the provider has an active flag in the Practitioner ID list. Check the Practitioner tab under the clinic name in ClinicMind (Search → Providers → Clinic Name → Practitioner tab). Sync required.
Negative Patient Balance A negative balance indicates the patient has a credit on their account.
Next Follow-Up Date Issues To clear an accidental date, use the Delete key to return to mm/dd/yyyy format.
Slightly Off Averages Averages may appear slightly different due to rounding and underlying decimal calculations. This is expected behavior (e.g., Patient Visit Average in Monthly # report).
Adding New Referral Sources or Appointment Purposes (ChiroTouch)
Referral Sources: Maintenance → List Maintenance → Referred By Types → scroll to * and type new item.
Appointment Purposes: Maintenance → List Maintenance → Purpose of Visit → scroll to * and add. Then go to Options → Appointment Defaults to set Back Color, Fore Color, and Appt Length.
Recommended Standard Operating Procedures (SOPs)
Start of Day (Front Desk): Review Appointment Report + Daily Stats + Inbox.
End of Day: Check Daily $ and add/update Patient Notes or Appointment Notes for any special situations.
Weekly Team Huddle: Manager reviews Weekly Patients + Recall List with staff.
Monthly Review (Leadership): Owners/managers run Monthly #, Monthly $, and Practice Summary.
Ongoing: Use Patient Notes consistently and check PI cards for relevant patients.