In short: This guide walks chiropractic 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.
🗓️ TrackStat Daily/Weekly Workflow Guide - Front Desk
This guide outlines your daily and weekly processes for managing patient flow, follow-ups, and retention using TrackStat. Staying consistent with these reports ensures high rebooking rates, accurate data, and a smooth patient experience.
🌞 Morning Tasks
📥 1. Respond to Inbox Messages
Check and respond to all TrackStat inbox messages.
Ideally you are using conversations with All Messages (no appointment reminders) or Received
🔔 Tip: If browser notifications are off, you won’t see new messages unless you log in to TrackStat.
📅 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 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 ❌ 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.
🌇 Afternoon Tasks
📥 1. Inbox Messages
Repeat inbox response as in the morning.
📅 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
Tomorrow’s Visits:
Filter canceled/rescheduled
Sort by patients with no next visit → Add note: “Schedule next visit”
Sort by patients with balances → Add note to collect at arrival if office policy allows
🔁 Key Reports
🔁 Recall Report
Default view: last 10 days
Best practice: also check patients who haven’t been in for 1–6 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 30–60 minutes, twice a week to this report. Depending on the size of the office and patient volume, you may need more time.
❌ 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 15–30 minutes