The new patient report provides insights about the new patients who visit the practice or are scheduled to visit the practice with a future appointment on their schedule. For past dates, users could group the report based on clinician and location to get a list of patients and the production contributed by these new patients who visited each clinician/location. For future days, users could check the new patients and their scheduled production for an upcoming appointment, thereby allowing practices to keep track of the prospective new patients that are incoming.
Topics Covered
Use Cases
This report helps to find the following details of every new patient:
- Count of new patient visits/ scheduled visits
- First visit production created
- Prospective new patient production scheduled
- Referral source of each new patient
- The next scheduled appointment of the new patient
Navigation
Let's get started!
- Navigate to the System Menu > select Operational Reports.
- Click on the + icon or click Generate Report button for the New Patient Report.
Filter Criteria
| Note: The filters with red asterisk signs are mandatory fields. |
Setting the filter criteria is important for building your report. It allows you to focus exactly on the information you need without having to wade through the information you don’t. This report shows real-time data and is available in two views: Summary View and Detail View.
For Past Dates
- The summary view shows the total count of new patients on their first visit production and whether those new patients who visited in the past have a future appointment (Scheduled Patients) or not (Unscheduled Patients). The users can view the report by the Treatment clinician or by Treatment Location based on the first DOS against which the new patient visit is marked.
- The detail view shows the patient-level drill-down of each new patient, including details like patient details, RP details, referral source, and first and next appointment details.
For Future Dates
- The summary view shows the total count of new patients that are scheduled for a future appointment and the scheduled production. The users have the flexibility to view the report by the Primary Appointment clinician or by the Appointment Location.
- The detail view shows the patient-level drill-down of each new patient, including details like patient details, RP details, referral source, and first and next appointment details.
Summary View
For the New Patient report, your filter options include:
- Group By*: The Summary view of the New Patient Report can be grouped by the Treatment clinician/Treatment Location (for past days) or by Primary Appointment clinician/Appointment Location (for future dates).
- Select Date Type*: Users could choose to see new patients who visited the practice on a past day or could see prospective new patients scheduled for a future date. For the past date, the report is dated by the Date of Service (DOS) and filters new patients with their first DOS in the selected date range in the past. For the future date, the report is dated by the Appointment Date and filters prospective new patients who have their first visit scheduled based on their appointment in the future. This is irrespective of the New Patient Code Configuration.
- Date Range (Max 1 year)*: The date range can be selected for a maximum of 6 months. By default, the date range will be for the current day. This works based on the Date Type selection.
-
Location*:
- For past dates- Select a location or locations to focus the report based on the treatment location of the new patients, in the selected locations.
- For future dates- Select a location or locations to focus the report based on the appointment location of the prospective new patients, in the selected locations.
-
Clinician:
- For past dates- Select a clinician or clinicians to focus the report with the selected clinician(s) as the treatment clinician.
- For future dates- Select a clinician or clinicians to focus the report on new patient appointments with the selected clinician(s) as the primary appointment clinician.
- Patient Flag: Choose to focus the report based on the patients with the selected patient flags.
- Patient: Choose to focus the report based on the selected patients.
Detail View
For the New Patient Detail View report, your filter options include:
- Select Date Type*: Users could choose to see new patients who visited the practice on a past day or could see prospective new patients scheduled for a future date. For the past date, the report is dated by the Date of Service (DOS) and filters new patients with their first DOS in the selected date range in the past. For the future date, the report is dated by the Appointment Date and filters prospective new patients who have their first visit scheduled based on their appointment in the future. This is irrespective of the New Patient Code Configuration.
- Date Range (Max 1 year)*: The date range can be selected for a maximum of 6 months. By default, the date range will be for the current day. This works based on the Date Type selection.
-
Location*:
- For past dates- Select a location or locations to focus the report based on the treatment location of the new patients, in the selected locations.
- For future dates- Select a location or locations to focus the report based on the appointment location of the prospective new patients, in the selected locations.
-
Clinician:
- For past dates- Select a clinician or clinicians to focus the report with the selected clinician(s) as the treatment clinician.
- For future dates- Select a clinician or clinicians to focus the report on new patient appointments with the selected clinician(s) as the primary appointment clinician.
- Patient Type: This helps to filter out patients based on their patient type, i.e., General and Ortho.
- Patient Flag: Choose to focus the report based on the patients with the selected patient flags.
- Patient: Choose to focus the report based on the selected patients.
- Columns*: This helps users to choose the relevant columns to be listed in the detailed view. Users could now select the necessary columns and print the report as per their needs.
Note: The default sorting for the New Patient report will be by Date of Service for past dates and Appt date for future dates. |
Click here to learn how to save and manage your saved filter criteria in operational reports.
Results
Summary View Report
The report provides information grouped either by clinician or Location, based on selection. Remember that you can use the tools in the top blue icon bar to move quickly through the pages or adjust the size.
A consolidated total at the top of the report shows the total of new patients spread across each location or clinician. The grouping of results is based on the ‘Group By’ selection.
The result columns shown in this report include:
- Patient Type: Lists patients based on the patient type as General and Ortho.
- Sched Pat: This shows, out of the total new patients that were seen in the selected location/clinician, how many of the patients have a scheduled future appointment (concerning the current date).
- Unsched. Pat: This shows, out of the total new patients that were seen in the selected location/clinician, how many of the patients do not have a scheduled future appointment (concerning the current date). Since all the new patients in the future date type are based on the new patient appointment, this count would be zero for the future date.
- Total Pat: The number of new patients based on the selected filters.
- First Visit Production: This shows the total production of the new patient’s first visit. Since patients appearing in this report are yet to have their first visit for future dates, this value would be zero for future date type.
- Next Appt. Sched. Prod: This shows the total production linked to the very next appointment scheduled for the new patient, in the future.
Detail View Report
The result columns shown in this report include:
- Patient ID: The system-assigned number used to identify this patient and their records. On clicking the ID, the user is navigated to the patient’s overview page.
- Patient Name: The name of the new patient seen(past logic) or scheduled for a visit(future).
- D.O.B: The date of birth of the patient.
- Age: The age of the patient.
- Patient Type: The type of new patient profile- this could be General or Ortho.
- Address: The address of the new patient in context.
- Phone No: The patient's phone number.
- Email: Email ID of the patient.
- Responsible Party: The name of the responsible party of the new patient. If the patient is self-responsible, it shows his/her name.
- Location: The treatment location of the past visit or the appointment location of the new patient's future appointment.
- Clinician: The treatment clinician of the past visit or the primary appointment clinician of the new patient's future appointment.
-
Primary Referral Source: The primary referral source that referred the patient.
Primary Referral Sub Category: The sub-category of the primary referral source that referred the patient. - First Date of Visit: This is the first DOS of the new patient based on the New patient code configuration. For future dates, this field would be blank because the prospective new patient has yet to visit the practice.
- First Visit Prod: The total production was created due to the first new patient visit. For future dates, this field would be blank because the prospective new patient has yet to visit the practice.
- Prod. Type of First Appt: The production type of the appointment in which the new patient visit was made. For cases where new patient codes are completed without the code being linked to an appointment, this would be blank. For future dates, this field would be blank because the prospective new patient is yet to visit the practice.
- Last Date of Visit: The latest DOS in which the patient visited the practice for a checkout. This could be the checked-out date due to any code completion.
- Next Appt. Date: The appointment date of the very next scheduled appointment.
- Next Appt. Status: The appointment status of the very next scheduled appointment.
- Next Appt. Sched. Prod: The total scheduled production from codes, added in the very next scheduled appointment.
- Next Appt. Prod. Type: The production type of the very next scheduled appointment.
Practices can use this guide to understand the available filter criteria and generate the desired new patient report.