Use the Cancelled / Missed Report to find patients who cancelled, canceled, missed, or rescheduled an appointment in a selected date range, then follow up and rebook from the report. Use it with the Recall List, not instead of it. Rebooking a recent cancelled or missed visit is usually easier than reactivating a patient who has already dropped out of care.
The report includes active and inactive patients. A patient appears only when the appointment date falls in the selected range.
Key rule: Patients cannot be deleted from the report. Change the date range or apply filters to change who you see. Notes added here appear on the Patient Card and in other TrackStat reports. Next Follow Up Date set on this report does not add the patient to the Follow Up report or the Recall List.
Audience: Front desk, office managers, and staff who can view reports and open patient records.
Definitions
Cancelled / canceled appointment: Cancelled by the patient or the office.
Missed appointment: The patient did not attend and did not cancel in advance.
Rescheduled appointment: A cancelled or missed appointment replaced with a future appointment.
Future appointment: Any appointment scheduled after the current date and time.
Contact Status: Outreach status on the report: Left Message, Sent Text, Scheduled, Not Scheduled, or Not Interested.
Next Follow Up Date: The follow-up date stored on this report only.
Open the report
Click the Cancelled / Missed Report icon in the left sidebar.
The date range defaults to the last two weeks. Change Start and End Date if needed.
Click Load.
Columns, sort, page size, and download
Available columns: Cell Phone, Home Phone, Appointment Provider, Visit Date, Appointment Status, Purpose of Visit, Reason Cancelled, Next Visit Date, Contact Status, Next Follow Up Date, Notes, Tags.
Show or hide columns as needed.
Click a column header to sort ascending or descending.
Adjust page size as needed. TrackStat remembers the page size for that user login.
A user with Administrator permissions can download the report as a .csv spreadsheet.
The on-screen report can show Email. The downloaded .csv file does not include email addresses. Workaround: bulk tag the patients on this report, create a blast campaign, filter the audience by that tag, and download the audience list from the campaign.
Filter the report
Click the Filter icon, choose filters, then click Load. To reuse a view, click Save Current Filter, name it, and choose Private (only you) or Shared (other users on the account). Load a saved filter from the arrow next to Save Current Filter.
Available filters: Contact Info, Age Range, Tags, Sex, Zip Code, City, State, Providers, Attorneys, Insurance Companies, Referral Sources, Status, Purpose of Visit, Contact Status, Has Future Appointment (Yes/No).
For Tags: + (green plus) includes that group. − (red minus) excludes that group. To keep patients such as “PRN as needed” or “Do not contact” off the working list, tag them and exclude the tag with the red minus.
Has Future Appointment and Contact Status are the usual filters for a working list (for example, Has Future Appointment = No, or Contact Status = Not Scheduled).
Next Follow Up Date on this report applies only to this report. It does not add the patient to the Follow Up report or the Recall List.
Work the list
Call the patient first and try to schedule.
Click the patient name to open the Patient Card. Use a canned reply that starts with Missed if you text from the card.
Set Contact Status to Left Message, Sent Text, Scheduled, Not Scheduled, or Not Interested.
Add a note with the date, what happened, and your initials. Notes appear on the Patient Card and in the Notes section of other reports.
Set Next Follow Up Date if you will contact them again from this report.
If the same name appears more than once, that patient had more than one cancelled or missed appointment on different dates in the range. Sort First Name or Last Name to group them. You cannot remove the extra rows.
Rescheduled percentage and totals
These are two different numbers.
Rescheduled percentage = unique patients in the selected timeframe who have a future appointment ÷ total unique patients in that timeframe.
If the percentage always shows 0%, the current filters likely hide patients who already have a future appointment. Reset or remove filters before you quote the percentage.
This feature is not available for ClinicMind customers (Genesis, Billing Dynamix, and Vericle).Total rescheduled appointments = unique patients with Appointment Status Rescheduled or Contact Status Scheduled. Each patient is counted once, even if they appear on the report more than once.
This feature is not available for ClinicMind customers (Genesis, Billing Dynamix, and Vericle).
Why a same-day missed appointment is missing (ChiroTouch Classic server)
On ChiroTouch Classic (server) only, a same-day no-show is not marked Missed until the next day, after the first person logs into ChiroTouch Classic (server). Until then, the visit will not appear on the Cancelled / Missed Report or the Recall List.
Wait until the next business day, then refresh the report.
This delay does not affect Drip Campaigns that use the Missed An Appointment trigger. Those campaigns use different logic and do not wait for the official missed status.
If the clinic is not on ChiroTouch Classic (server), check the date range, filters, and whether the appointment was marked cancelled or missed in the EHR.
FAQs
Can I remove patients from the report?
No. They appear because the appointment date is in range. Hide groups with filters or Tags.
Should this replace the Recall List?
No. Use both. Notes entered here are visible in other reports so the team does not contact the same patient too often.
Does Next Follow Up Date add the patient to the Follow Up report?
No.
Why are emails missing from the download?
The .csv export does not include email. Use the bulk-tag plus blast-campaign workaround. Download requires Administrator permissions.
Audience: clinic staff, office managers, TrackStat support.
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