This guide walks front desk and admin staff through the daily and weekly TrackStat routine: Inbox messages, the Appointment Report, the Follow-Up Report, Weekly Patients, Recall, and the Cancelled/Missed Report. Use it to rebook patients, recover missed visits, and keep patient details accurate.
đ Morning Tasks
1. Respond to Inbox Messages
Check and respond to TrackStat Inbox messages.
Start on the default view:
Conversation â Open
Messages â All Messages
This shows the active work pile (conversations that still need a person) without hiding patient texts behind later reminders or campaigns.
Use the red Unread badge to quickly spot new inbound messages.
Sweep the Open list (or Unread) at the start of the day.
Keep any conversation that still needs a human decision in Open.
When the request is finished (appointment booked, question answered, no further action needed), mark it Closed.
Prefer individual logins so each personâs last-used filter is preserved.
Exclude campaign msgs is available as an optional quieter filter if you want to hide reminders and other automated messages, but it is not the default. It judges a thread by its last message and can hide an unread patient text when a reminder arrives afterward. If something looks missing, switch to Unread or click the circular Reset Filters icon to return to the default Open + All Messages view.
đ Tip: If browser notifications are off, you wonât see new messages unless you open TrackStat and check the Inbox (look for the red Unread badge).
2. Appointment Report: Morning Focus
Identify patients who:
Do not have a future appointment
Have a balance due
Have been out of the office for a while and may need a re-exam or insurance update
Use check-in to confirm or update:
Email
Cell phone
Address
Referral source
If a patient has not been in for a while, consider scheduling a re-exam and updating insurance details, if applicable.
3. Follow-Up Report
Call/text patients without a next visit.
Document the outcome in a patient note (include date and initials).
Set a new next follow-up date if not scheduled.
Follow up with any patients whose follow-up date is today.
If a patient has more than one future visit:
Remove them from this report using the red â icon.
4. Weekly Patients (Review Weekly)
Once a week, review this list to assess treatment plan compliance:
Are patients on track?
Are they missing visits or falling behind?
Use this time to proactively reach out, reschedule, or adjust their plan.
đ Afternoon Tasks
1. Inbox Messages
Repeat the Inbox review from the morning:
Default view: Conversation â Open + Messages â All Messages
Check the red Unread badge
Close finished conversations so the Open list stays clean
2. Appointment Report - Daily Checks
Previous Day:
Filter out canceled/rescheduled/missed
Confirm diagnoses and charges (green checkmarks show completion)
Notify the provider or office manager if information is missing
Tomorrowâs Visits:
Filter canceled/rescheduled
Sort by patients with no next visit â Add note: âSchedule next visitâ
Sort by patients with balances â Add note to collect at arrival if office policy allows
đ Key Reports
Recall Report
Default view: last 10 days
Best practice: also check patients who havenât been in for 1â6 months - ideal for re-engagement and reactivation
Process:
Call first
Follow up with a text
Use canned replies to send a scheduling link
Update notes and set a follow-up date
Many offices dedicate 30â60 minutes, twice a week to this report. Depending on the size of the office and patient volume, you may need more time.
â Cancelled/Missed Report
Filter by appointment types or patients without a future visit
Prioritize rebooking patients who missed or canceled
Like the Recall Report, many offices run this twice a week for 15â30 minutes.