Reports – Cancelled / Missed Report
Purpose
Use the Cancelled / Missed Report to identify patients who cancelled, missed, or rescheduled appointments within a selected date range and to manage follow-up actions directly from the report.
Audience
This article applies to:
Front desk staff
Office managers
Staff members with permission to view reports and access patient records
Definitions
Cancelled Appointment
An appointment that was cancelled by the patient or the office.
Missed Appointment
An appointment where the patient did not attend and did not cancel in advance.
Rescheduled Appointment
A cancelled or missed appointment that has been replaced with a future appointment.
Future Appointment
Any appointment scheduled for a date and time after the current moment.
Cancelled / Missed Report
A report that lists patients who cancelled, missed, or rescheduled appointments within a selected date range.
Rules and Constraints
The report defaults to the last two weeks.
Patients cannot be manually removed from the report.
Patients appear only if their appointment date falls within the selected date range.
Patients can be hidden from view only by using filters.
Notes added from this report:
Appear on the patient card
Follow the patient throughout the system
Tags can be used to exclude patients indefinitely, but only through filters.
Navigation Paths
Left Sidebar → Cancelled / Missed Report (icon)
Step-by-Step Instructions
Open the Report
Select the Cancelled / Missed Report icon on the left sidebar.
Review the default date range (last two weeks).
Update the date range if needed.
Apply Filters
Use the Appointment Status filter to show cancelled and missed appointments.
Apply Tag filters to exclude patients who are not qualified for your treatment type.
Use Next follow up date filter to filter by follow up date. This filter applies only to each individual report. If you add a next follow-up date in the Cancelled/Missed report, it will not show for that patient in other reports, such as the Recall List or Follow-Up report.
Call, Text and Update Patient Details
Call the patient, to attempt to schedule first
Click the patient’s name to open the patient card and use one of the canned replies that start with 'Missed'
Add Notes and Follow-Up
Update contact status
Update notes. Record outreach results (for example: Sent text or Left voicemail).
Enter:
Date
Note
Your initials
Add the patient to Follow-Up to keep them visible in the report.
Why this matters: Follow-Up ensures patients stay visible until outreach is complete.
Completion Criteria
The task is complete when:
The correct date range and filters are applied
Patients requiring follow-up appear at the top of the list
Outreach notes are saved and visible on the patient card
Follow-Up patients remain visible in the report
FAQs
Q: What is the Cancelled / Missed Report used for?
A: It identifies patients who cancelled, missed, or rescheduled appointments within a selected timeframe.
Q: Why should I use this report instead of the recall list?
A: Rescheduling a cancelled or missed appointment is easier than reactivating a patient who has dropped out of care. It should not replace the recall report, but it should be used in conjunction with the recall report. If you update notes, you can read those in other reports, to ensure you don't reach out to the same patient too often.
Q: How is the rescheduled percentage calculated?
A: It is the number of unique patients with a future appointment divided by the total unique patients in the selected timeframe.
Q: How are total rescheduled appointments calculated?
A: By adding the number of unique patients with a Rescheduled status or a Scheduled contact status.
Q: Can I remove patients from the Cancelled / Missed Report?
A: No. Patients cannot be removed manually. They appear only based on the selected date range.
Q: Why do I see duplicate names for the same patient on Cancelled / Missed Report?
A: If a patient has missed or canceled multiple appointments on different dates within the selected date range, they will appear multiple times in the report.
Q: How do I permanently exclude certain patients from the report?
A: Apply tags to those patients and exclude them using tag filters.
Q: Where do follow-up notes appear?
A: Follow-up notes appear on the patient card and are visible throughout the system.
Q: When I add a “Next Follow Up Date” in the Cancelled/Missed report, does it add the patient to the Follow Up report?
A: No, adding a “Next Follow Up Date” from the Cancelled/Missed report does not add the patient to the Follow Up report.
Q: When I add a note in the Cancelled/Missed report, will it also be visible in other reports?
A: Yes, notes added in the “Notes” section of the Cancelled/Missed report will also be visible in the “Notes” section of other reports in TrackStat.
Q: How can I remove patients who appear multiple times?
A: While patients can not be removed from the Cancelled/Missed report, you can sort the First Name or Last Name name columns to group the same patient together making it easier to visualize patients who appear on the report more than once.
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