TrackStat is an activities-based software. This was built to automate patient management, by taking information from your EHR and showing your individual team members who they need to reach out to or which patient records you need to update. We make communication easy and automate your marketing, but also give you a dashboard to show you that your team's activities are working. If patient management processes improve, so will your key statistics.
DAILY
are the messages being responded to?
You may choose to review office statistics by the day if you choose
Are appointment notes being used for the next day's visits?
WEEKLY
Look at the Day 1 Visits section and click on unique day 1s schedule numbers, do they all have a status selected? If they do not, your new patients may not be followed up with and treatment plan patients could disappear. Not qualified patients may continue to be marketed to in the future. The easiest time to remember about patients is right now.
Look at last week's and this week's appointments. If you do not see any 'appointment notes' and 'patient notes' your team member is not using this report the way they should.
Filter out canceled, missed, and rescheduled appointments, so you're only looking at completed appointments.
This is a good time to see how your team is doing and updating patient demographics, referral sources, and entering charges. You should see a green checkmark associated with:
DX (diagnosis)
Charges
E-mail
Cell phone
Address
Referral source
If the patient does not remember where they found you, should have a referral source as 'unknown' which reduces the size of this list. Making it easier for your team to identify the patients to ask where they came from.
Scroll through your list and look at your insurance and fee schedules. If you have a Medicare fee schedule, is Medicare listed as the insurance? (Note, not all EHRs have fee schedule options)
Look at this week and last week. Filter by appointment purposes for new patients and day 2/ROF appointments.
Are those patients tagged? This could be caught in the weekly report, but the benefit of the appointment report is that it provides you with more information about the patient.
Are there notes about the patients? If they missed are there notes about following up with the patient? Is there a text/email history when you click on their names if the patient has missed or doesn't have a future appointment?
If your new patients and day 2/ROF patients do not have any tag status such as start, follow up, monthly care, or not qualified listed, this is an opportunity for training. Starts affect your statistics for start/conversion % and possibly PVA. Not qualified allows you to filter out patients from future reactivation campaigns. Patients placed on the follow-up report who have been removed by selecting the X option on the far right turn that tag into 'NP follow-up reviewed' tag, and you can see this on the Daily Stats or Weekly Stats report when you click on the unique day 1s scheduled.
Sort the list by last visit date and change the page size to view the entire list.
Do the patients have a next visit schedule?
If not, do they have a next follow-up date and notes about why they haven't been in to the office? Do they have a message history when you click on their name?
If they do not have anything filled in, the person in charge of this report isn't doing their job and this provides a training opportunity.
Sort this list by the most recent start date.
Do all patients have total visits and frequency selected?
Do all the patients have a next visit date selected? If not, are there notes stating why with a follow-up date selected?
Sort the 'unscheduled visits' column. Are there patients who have exceeded their treatment plan? Does your treatment plan number need to be adjusted or have they exceeded their allocated visits? If there are many patients with unscheduled visits, it may be time to attempt to get those patients to schedule more visits.
Do you have a maintenance care or wellness care program where patients come at least once a month?
Use the All Patients report to find this group of patients. You can easily see who doesn't have a future visit as long as you can filter this list down. Most will use a fee schedule or tag to identify this group of patients.
Do you have specific items or processes that you want all your patients to receive?
Use the Patient Management or Appointment Report use tags to find these groups of patients. You can create a category in the tags section and let your team know that you want all new patient starts to receive these 3-4 tags. Create a category here. Examples could be:
Telling the patient about your referral program
Inviting them to a new patient workshop
Attending the new patient workshop
MONTHLY
Patient Management, look at the last 30 days of new patients by selecting the filter by 'first visit date' and selecting the last 30 days.
Do they have the correct insurance? Do they have tags? If you set up your own category of tags, are the appropriate ones used? If you have fee schedules, casetypes, etc, do they match up? Does everyone have referral sources, and emails (are they correct? typos in Gmail for eg). Does everyone have a diagnosis?
You may have your own category of tags that you use in your office and this is an easy way to visualize those tags in this view. If you expect all of your new patients to be told about your referral program, attend a new patient workshop and get one set of corrective exercises, this is an easy way to visualize if your team is doing the work.
Statistics - Scoreboard - This report takes highlights from the practice summary and other reports and allows you to view statistics related to attracting new patients, converting them into care, retaining patients, and all of your financial metrics by the month and how you're doing for the quarter.