You can look at groups of patients who do not have future appointments based on their last visit date.
How to Work Your Reactivation List in TrackStat
When reviewing your reactivation list, it’s important to group patients by how long they’ve been inactive. This helps tailor your messaging and increase engagement.
Here are the three time periods you should focus on:
Last 10 Days
These patients recently missed an appointment or left the office without scheduling their next appointment.
Reach out quickly while your office is still top of mind. A simple follow-up or “just checking in” message works well here.
Between 1–6 Months
These patients are due but haven’t been gone for too long.
A slight nudge may be all they need, since some of them will start to stiffen up and feel the need to get back into the office.
Between 12–18 Months
These patients have been out for a while.
Use a softer approach: education, a quick check-in, or a seasonal reason to return (e.g., “Spring Tune-Up” or “Back to School Ready”).
🎂
Bonus: Run a Monthly Birthday Campaign
See more about it here: https://help2.trackstat.org/en/articles/6919701-reactivation-birthday-reactivations
Every month, send a birthday-themed campaign to patients with birthdays that month.
This is a highly effective way to reconnect with patients who haven’t been in for years—because it’s personal and doesn’t feel like a sales push.
You can do this via a Blast Campaign in TrackStat with messaging like:
“We’d love to see you for your birthday month! Come in for a wellness check and a little something on us.”
See how you use the recall list
How to Manage Patients Without Future Appointments
Identify Patients by Last Visit Date:
Use the “Last Visit Date” drop-down at the top of the page to set the desired timeframe.
Apply additional filters to narrow down specific groups of patients.
Prioritize Using Recall Scores:
Patients are automatically sorted by priority, with the highest priority patients listed at the top based on their recall score.
Filter Out Specific Groups:
Exclude employees, friends, or family by filtering with a unique identifier. If no identifier exists, tag these patients and use an exclusion (-) tag.
Contact Patients:
Call First: If there’s no answer, send a text or email.
To message a patient, click their name to send an email or text. For multiple patients, use canned replies (or master canned replies already available in TrackStat).
Document Your Outreach:
Add a note after contacting a patient.
Format: Start with the date (e.g., mm/dd/yy), write a brief message, and end with your initials.
Use the Follow-Up Date column to set a future follow-up date, then sort or filter the column for tasks due this week.
Mark Patients Who Don’t Need Follow-Up:
If a patient doesn’t require further outreach, include that information in their Patient Note.
Filter the list to remove employees, friends, and family, etc as long as there is a unique identifier. If not, consider tagging those patients so you can use an exclusion (-) tag.
**Eclipse EHR Modification**
When a patient reschedules an appointment in Eclipse, the original appointment is marked as “rescheduled” — which is expected. However, unlike other systems, Eclipse also labels the new (future) appointment as “rescheduled.”
This causes an issue:
The recall report automatically filters out any appointments marked as “rescheduled,” which means the patient may not show up in recall lists — even if they do have a future visit scheduled.
How to Fix or Avoid This:
You have two options:
Option 1 (Recommended):
• Cancel the original appointment and
• Schedule the new one as a fresh appointment.
This ensures the new appointment is labeled correctly and included in the recall report.
Option 2:
• Keep using the reschedule function,
• But use the “Cancelled/Missed Report” instead of the recall report,
• And make sure to enable the filter to include rescheduled appointments in your results.
Check out the in-app tour below