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How do I get a list of patients who haven't been to the practice in a long time?  

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I would like to get a list of patients who haven't been in, in over a year. Then I can set these as inactive. How do i do this?

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The Reports screen gives you the tools to filter your databases in endless ways. 

  • Navigate to Reports in the left-side navigation menu

When generating a report, consider what kind of information you want to retrieve.  This will help you to know where to look.

In this case, you would like a list of patients. This is the clue:

  • Select the Patient tab

This tab provides reports that query your patient database. The generic Patient List report, is available here, and can be filtered to provide the information we need, but in this case there is a report that is a bit more suited.

  • Double-click on the Patient Last Visited report
  • The Report Filter dialog will open

We want only patients that have not had an appointment in over a year.

  • Find the drop-down labelled "Filter first by"
  • Select "Last Appointment Date" from the first drop-down
  • In the second drop-down select "Less than"
  • In the last box type the date you want to filter from. In this case 1 year ago is 18/07/2018. 
  • So I type: 18/07/2018 in the last box

This filter will return patients whose Last Appointment Date was Less Than (or Before) 18/07/2018

As we are searching for patients who we want to mark as inactive, we don't want to list patients who have an appointment currently booked in. So just in case, it's best to filter out these patients. Another filter row was added when we completed the first row, so:

  • Next to the drop-down labelled "then by"
  • Select "Number of future appointments" in the first drop-down
  • in the second drop-down select "Equals"
  • in the last box type: 0

Now the report will only list patients who haven't got any appointments booked in the diary.

The final filter we need removes patients already marked as inactive, as we don't need to action these patients.

  • Next to the third row drop-down labelled "then by"
  • Select "Active" from the first drop-down
  • In the second drop-down select "Equals"
  • In the last drop-down select "True"

This filter returns patients who are Active only (If you want to only show inactive patients in a report, you would put Active > Equals > False, in the filter instead)

You can sort the list in alphabetical order by last name by using the Sorting section:

  • Next to the drop-down labelled "Sort first by"
  • Select "Last Name" from the first drop-down
  • in the second drop-down select either "Ascending" or "Descending" for your preference.

This is what the Report Filter dialog should look like:

Click OK generate your report.

A little bit of practice with the report filters will make it easy to generate reports for all of your needs.

This post was modified 3 months ago 5 times by Daniel Vernall
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