Introduction
The Recall List report in TrackStat helps your practice identify patients who have no future appointments scheduled, so you can reach out and bring them back for care. This powerful tool pulls data from your integrated EHR to show patients based on their last visit date, helping front desk staff, office managers, and admins prioritize outreach efficiently.
By using the Recall List regularly, you can reduce patient drop-off, fill your schedule, and improve retention - often with just a quick text or email message. Features like Recall Score help focus efforts on patients most likely to reschedule, saving your team time.
How to Access the Recall List Report
To access the Recall List report click on the Recall List icon on the left side of the screen when logged in to TrackStat. The icon looks like a phone with a curved arrow around it.
The report loads showing patients with no future appointments with an active case or account in the EHR (ChiroTouch Classic or ClinicMind).
Primary Filter: Last Visit Date
The main filter at the top controls which patients appear based on their Last Visit Date:
Yesterday
Last 10 days
Last 30 days
Last 60 days
Last 90 days
Last 6 months
Last year
Between 1-6 months
Between 12-18 months
Specific Date
Create Custom Range
To change the filter:
1. Click the dropdown menu at the top of the report.
2. Select your preferred time range or create a custom one by entering start and end dates.
This helps identify patients who had a recent visit, but have not scheduled their next visit (e.g., Last 30 days) or longer-term lapsed patients (e.g., Between 12-18 months) for reactivation.
Report Views
Patient Specific (default view for all EHR integrations): Shows one row per patient
Case Type Specific: Displays separate rows for each case type per patient - useful if patients have multiple case types with varying appointment status. (ChiroTouch Classic Integration Only)
To switch views (ChiroTouch Classic only):
1. Look for the radio icons near the top of the report.
2. Select Patient Specific or Case Type Specific.
Understanding the Report Columns
The Recall List includes these key columns (most can be sorted by clicking the column header name):
Last Name, First Name
Last Visit Date
Last Appointment Purpose
Next Appointment Date (shows a red "X" icon if none scheduled; may show a date if future appointments exist on another case type)
Age, Sex
Cell Phone, Home Phone
Patient Notes
Follow Up Date (date is unique to Recall List—use this to track outreach tasks or next contact date, follow up date will not be populated on other TrackStat reports)
Case Type
Provider
Last Text/Email Communication Date
Fee Schedule, Insurance
Account Balance, Patient Balance, Insurance Balance
Total Paid, Total Visits
Recall Score (prioritizes patients most likely to reschedule - higher scores indicate better reactivation potential)
Diagnosis (Dx)
Tags
First Visit Date
Sort columns in ascending or descending order to focus on top-priority patients first.
Secondary Filters for Targeted Lists
Refine the list further with secondary filters on the left or top panel:
Age Range
Tags (include or exclude specific tags)
Sex
Zip Code, City, State
Case Types
Diagnosis
Fee Schedules
Providers
Insurance Companies
CPT (Service) Codes
Last Appointment Purpose
Attorney
Apply filters to create focused groups. For example, the default setting for the Tag filter is to exclude patients with any of the following tags - employee, family, friends, moved, not qualified. This ensures maximum efficiency by avoiding reaching out to people who may not need to schedule a future appointment.
Best Practices and Key Features
Prioritize with Recall Score - the Recall List will automatically sort by Recall Score (highest first) to contact patients most likely to book, making your outreach more efficient and effective.
Track tasks - Use the Follow Up Date column to set reminders for when to check in again. Add notes in Patient Notes or directly in the column to log call outcomes, preferences, or barriers. For example, if a patient is out of town for 2 weeks, add that information to the Patient Notes box for easy visibility and reference for your team.
Send messages directly - Click the patient's name (displayed in gray) to open a quick messaging window. Send a personalized text or email message encouraging them to schedule their next appointment. This integrates seamlessly with TrackStat's communication tools for fast, compliant outreach. Use canned replies for quick messaging. Use the bulk messaging tool to send messages to more than one patient at one time.
Example message tip: "Hi [Name], it's been a while since your last visit on [Date]. We'd love to get you back in for care - reply or call to schedule!"
Regular use of the Recall List can significantly boost reactivation rates and keep your schedule full.
Troubleshooting Tips
No patients appear? Check your primary filter—try a broader date range like "Last 30 days".
Filters not applying? Clear all secondary filters and re-apply one at a time.