Two things control who appears: Has Visits During (performance filter) and the patient’s active / inactive status in the EHR.
1. The report does not load every patient by default
Some clinics have very large databases. Loading every patient slows the report. Has Visits During at the top of the report limits the list to patients with an office visit in that window:
Last 90 days
Last year
Last 2 years
Last 3 years
Last 4 years
Last 5 years
No limits (all active patients). This may be too large for your database and can take longer to load.
Has no visits (patients who have never had an office visit)
If you expected “everyone” and only see recent patients, change Has Visits During to a longer window or No limits.
2. Inactive patients are excluded
The All Patients Report shows active patients only.
Patients marked Inactive, Deceased, or Discharged in the EHR do not appear, including when No limits is selected.
EHR | Statuses hidden on All Patients |
ChiroTouch Classic (server) | Inactive or Deceased |
ClinicMind (Genesis, Billing Dynamix, Vericle) | Discharged or Deceased |
On ClinicMind, a patient whose name starts with an underscore (_) was deleted or discharged in ClinicMind. TrackStat marks that patient Inactive, so they do not appear on All Patients.
3. Other filters are still applied
A saved Favorite Filter, Tag include/exclude, primary provider, Has Future Appointment, Case Type, or another filter can hide patients after you change the visit window. Check saved filters and clear extra criteria if the count is still too low.
The number in the top left is the count of patients that match the current filters, not the size of the full EHR database.