How do I use the All Patients Report?
The All Patients Report is a patient-level list of active patients in TrackStat. Use it to find a group of patients, check last and next visit, review account balance, manage Tags and custom Status, send bulk messages, and build lists for reactivation, membership, records requests, or database cleanup.
This report does not include patients marked Inactive, Deceased, or Discharged in the EHR. It also does not load every active patient until you change the Has Visits During filter.
Key rules
Only active patients appear.
The Providers filter uses the patient’s primary provider, not the appointment provider.
There is no filter for CPT or service codes.
Next Follow Up Date entered on this report does not populate any other patient report.
Duplicate rows do not create double billing.
Who appears on the report
EHR | Hidden from All Patients (treated as inactive) |
ChiroTouch Classic (server) | Inactive or Deceased |
ClinicMind (Genesis, Billing Dynamix, Vericle) | Discharged or Deceased. A name that starts with an underscore (_) is deleted or discharged in ClinicMind. TrackStat treats that patient as Inactive. |
Has Visits During (why the list looks incomplete)
Large databases are slow if every patient loads at once. At the top of the report, Has Visits During limits the list to patients who had an office visit in the selected window:
Last 90 days
Last year
Last 2 years
Last 3 years
Last 4 years
Last 5 years
No limits (all active patients). This can be slow on a large database.
Has no visits (active patients who have never had an office visit)
To work with the full active database, choose No limits. To clean never-seen records, choose Has no visits.
Common uses
Monthly or maintenance-care patients (filter by Tag, then confirm Last Visit and Next Visit)
Record-request lists
Call lists and reactivation campaigns (no next visit, or Has Future Appointment = No)
Account Balance review (accounts receivable or credit on account)
Membership lists (filter by membership Tag or tier)
Credit-card / payment-plan patients when Fortis or CashPractice is connected
Database cleanup
Bulk Status, Tag, or message updates
Monthly / maintenance patients
Assign a Monthly Care tag to patients you expect to see less than once per week. Manage that group on All Patients with a Tag filter. Confirm Last Visit and that Next Visit is populated.
How to use the report
Open the All Patients Report (click icon on left side of screen).
Set Has Visits During to the window you need.
Add filters (Tags, primary provider, Has Future Appointment, Case Type, Fee Schedule, and others listed below).
Optional: enter a dollar amount in Max Balance ($) to turn rows red when Account Balance is equal to or greater than that amount.
Show or hide columns, change page size, and sort by clicking a column header.
Save the filter set if you will reuse it. Star a Favorite Filter to make it the default view.
Use the count in the top left as the number of patients matching the current filters.
To update several patients at once, check more than one row and use Actions.
Users with Administrator permissions can download the list as a .csv.
This report has no CPT / service-code filter. To group patients, use Tags, Case Type, Fee Schedule, or Status instead.
Filters
Contact Info (Has Email, Has Phone, Has Address)
Age Range
Tags (include a Tag or exclude a Tag)
Sex
Zip Code, City, State
Case Types
Fee Schedules
Providers (primary provider)
Attorneys
Insurance Companies
Referral Sources
Has Future Appointment (Yes / No)
Status (clinic-customizable)
Credit Card Status (Fortis or CashPractice integration)
Filter selections can be saved. A starred Favorite Filter can load as the default view.
Columns
Last Name, First Name
Last Visit Purpose
Last Visit date
Next Visit date
Total Visits
Future Visits scheduled
Cell Phone, Home Phone
Notes (patient notes)
Status (customizable)
Next Follow Up Date - used only on the All Patients Report. A date entered here does not populate any other patient report.
Account Balance ($) - positive means the patient or carrier owes money; negative means credit on account
Merchant processor (Fortis or CashPractice): Credit Card Status, Next Payment Date, Next Payment Amount, Payments Left, Payment Plan Status, Merchant Total Payments, Merchant Total Amount
Tags (including Is Started / NP start, Follow Up, and custom Tags)
Insurance, Fee Schedule
Case Type
Patient Address, City, State, Zip
Email
Sex
Birth Date
Use Show/Hide Columns to simplify the view. Sort any column ascending or descending from the header.
Max Balance ($)
Enter a dollar amount to color a row red when that patient’s Account Balance is equal to or greater than the amount. This is a visual marker only. It does not change the balance or create a charge.
Next Follow Up Date
Next Follow Up Date on All Patients is only for this report. A date you enter here does not appear on Patient Management, Weekly Patients, Cancelled / Missed, Follow Up, Recall, or any other patient report.
Use it to organize follow-up work you intend to do from All Patients (for example, records requests, reactivation or membership calls). It does not add the patient to the Follow Up Report.
Bulk Actions (Status, Tags, Send Message)
Filter the report so the correct patients are visible.
Check the box next to more than one patient row.
An Actions dropdown appears at the top of the screen.
Choose Status, Tags, or Send Message.
Action | What it does |
Status | Add or remove a custom Status on every selected patient. |
Tags | Add or remove Tags on every selected patient. |
Send Message | Create one message for the selected patients. Send it immediately or schedule it to send later. |
Bulk messages cannot be deleted in bulk. If a scheduled or sent message needs to be stopped or removed, handle those messages individually.
If the same patient appears on two rows, select one row before running Actions so Status, Tags, or Send Message is not applied twice.
Tags and campaigns
Include (+): only patients who have the Tag.
Exclude (−): remove patients who have the Tag.
Typical campaign pattern:
Set Has Visits During.
Set Has Future Appointment to No when you want patients with no future appointment.
Narrow with membership Tag, reactivation Tag, last-visit window, or balance.
Select the rows you want.
Use Actions to apply Status, add or remove Tags, or Send Message (now or scheduled).
Examples
Bronze membership Tag + Has Future Appointment = No → renewal / reactivation list. Sort by Account Balance for overdue follow-up.
Tag = Record Request → reach out to request records or submit requested records → update Patient Notes and Status regarding progress
Has no visits → review or tag records that were entered but never seen.
Credit Card Status (integrated merchant) → payment-plan follow-up.
Best practices
Keep Tags few and named for how you filter (membership tier, reactivation, monthly care).
Use custom Status to show progress on the same list.
Set Next Follow Up Date only if the team will work the list from All Patients. It will not show on other reports.
Review patients with no next visit on a regular cadence.
Do not use No limits as the all-day default on a very large database; save a Favorite Filter with a visit window that matches daily work.
After a bulk Send Message, do not expect a bulk delete. Review scheduled messages one at a time if something was scheduled in error.