Comprehensive Guide to Using the Follow-Up Report and Tags
The Follow-Up Report is an essential tool for tracking and managing interactions with patients and leads. Whether you’re following up with new leads, managing patients who haven’t committed to care, or tracking outstanding tasks, this guide combines all relevant information to help you make the most of this feature.
What Can the Follow-Up Report Be Used For?
The Follow-Up Report is ideal for tracking:
New Leads (not in your EHR/EMR).
New Patients who:
Haven’t committed to care.
Haven’t scheduled future appointments.
Existing Patients who need:
Preauthorizations.
Records requests.
To pay their bill.
It helps ensure no one is overlooked and facilitates streamlined communication and task management.
Adding Patients and Leads to the Follow-Up Report
Adding Existing Patients
Existing patients can be added using several methods:
Patient Search or Any Report:
Locate the patient using the Patient Search feature.
Click on the patient card
Open the patient’s card by clicking their name.
Use the Tag button to search for and assign the “follow-up” tag.
Click on the Patient Card from any report and do the same.
Adding From The Inbox
Non-Patients
Filter by contact type (non-patient).
Click their name and 'add to follow up'
Add Patient by Using The Patient Card
Customizing and Managing Follow-Up
Notes
Add Notes (e.g., payment details, outstanding tasks) by typing in the box.
Include the date and your initials for accountability and easy tracking.
Add the newest notes at the top of the field for easy and quick viewing.
Custom Statuses:
Use the sortable and filterable Status feature to categorize follow-ups by urgency or type. Create and customize your own statuses:
First Attempt, Second Attempt, etc.
Cold, Warm, Hot leads.
Task type (e.g., “Follow-Up” vs. “Billing”)
responsible party (team member name)
Click the choose status button on a row
click the green plus "+" to add a status
type name and click green check mark icon
click newly created status button in grey
Next Follow Up Date:
Sort the report by Next Follow Up Date in ascending or descending order by clicking on the column header. This can display the most time sensitive items at the top or bottom of the report.
Removing Patients from Follow-Up
Uncheck the Follow-Up box or remove the “follow-up” tag from the patient’s card.
Mark as Reviewed: Use the “X” to mark the follow-up as reviewed. This action assigns a Follow-Up Reviewed tag and removes the patient from the report. This is important as the tag indicates to other staff members that this item has been reviewed and handled.
Best Practices
New Leads: Use the blue rows or filter by (-) follow up exclusion to quickly identify and manage leads that are not yet in your system.
Patient Follow Ups - use statuses and follow up dates to organize your follows
Batch Updates:
Use Shift + Click or Command (Mac) / Control (PC) + Click to highlight multiple rows.
Apply tags or update Statuses in bulk.
By integrating the Follow-Up Report into your workflow, you can ensure consistent communication, improve patient engagement, and streamline administrative tasks.
Keep in mind that other reports such as the Recall List, Patient Management report, Cancelled / Missed report and the All Patients report are great tools for managing different workflows in the office.