Generate New Patient Report

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, the report can be grouped by provider and location to get a list of patients and the production contributed by these new patients who visited each provider/location. For future days, users can review 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.

The New Patient code logic is configured when setting up your environment during the implementation phase and would be one of the following: 

• Single code of your choice.
• Preferred group of codes.
• Any first code that is completed.

Please contact support to know about your environment's current setting.

This report shows real-time data and is available in two views: Summary and Detail View.

Use Cases

• Review the number of New Patients and associated production.
• Monitor the number of potential new patients and follow-up.
• Review demographic information of new patients.

Let's get started!

• Navigate to the System Menu > select Operational Reports under Insights.

• Click the + icon on the left or the Generate Report button on the right for the chosen report.

Explore below to learn more about the desired views, filter criteria, and results.

Summary View ⌵

For Past Dates, the summary view shows the total count of new patients, and their first visit production and shows if those new patients, who visited in the past, have a future appointment (Scheduled Patients) or not (Unscheduled Patients). The users have the flexibility to view the report by the Treatment Provider or by Treatment Location based on the first DOS against which the new patient visit is marked.

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 Provider or by the Appointment Location.

Let's explore the filters :

No	Filters	Description
1	Group By*	The Summary view of the New Patient Report can be grouped by the Treatment Provider/Treatment Location (for past days) or by Primary Appointment Provider/Appointment Location (for future dates). *By default, the report is grouped by Provider.
2	Select Date Type*	Users can choose to see new patients who visited the practice on a past day or 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. *By default, the Past Date is selected.
3	Date Range*	The date range can be selected for a maximum of 6 months. *By default, the current day will be selected.
4	Location*	For past dates: Select the location(s) to focus the report based on the treatment location of the new patients.  For future dates- Select the location(s) to focus the report based on the appointment location of the prospective new patients.  *By default, the location will be the user’s default location.
5	Provider	For past dates: Select the provider(s) to focus the report with the selected provider(s) as the treatment provider. For future dates: Select the provider(s) to focus the report on new patient appointments with the selected provider(s) as the primary appointment provider.
6	Patient Flag	Choose whether to focus your report based on patients with the selected patient flag(s).
7	Patient	Choose to focus the report based on the selected patients.

Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.

Generation/Download Criteria

1. Due to data volume, reports with more than 10 Treatment Locations or a date range exceeding 3 Months will not generate on-screen.
2. Reports meeting these criteria will be accessible in the Scheduled Downloads section.

Result - Summary View

Now, let's take a look at the results of the New Patient Report (Summary View). You can drill down through the options as shown below.

• Patient Type: Indicates whether the patient is categorised as a General Patient or Ortho Patient.
• Sched Pat: The number of new patients seen in the selected location/provider that have a scheduled future appointment (relative to the current date).
• Unsched Pat: The number of new patients seen in the selected location/provider that does not have a scheduled future appointment (relative to the current date). This count would be zero when future dates are selected.
• Total Pat: The total number of new patients.
• First Visit Prod.: The total production generated from the new patient’s first visit. This value would be zero for future date types as those patients have yet to have their first visit.
• Next Appt. Sched. Prod.: The total scheduled production is linked to the very next appointment scheduled for the new patient in the future.

Click on the blue-colored entries to view the Detail view of the corresponding entry.

Detail View ⌵

The detailed view of the report will display the expanded view of the report.

No	Filters	Description
1	Select Date Type*	Users could choose to see new patients who visited the practice on a past day or 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. *By default, the Past Date is selected.
2	Date Range*	The date range can be selected for a maximum of 6 months. *By default, the current day will be selected.
3	Location*	For past dates- Select the location(s) to focus the report based on the treatment location of the new patients.  For future dates- Select the location(s) to focus the report based on the appointment location of the prospective new patients. *By default, the location will be the user’s default location.
4	Provider	For past dates- Select the provider(s) to focus the report with the selected provider(s) as the treatment provider. For future dates- Select the provider(s) to focus the report on new patient appointments with the selected provider(s) as the primary appointment provider.
5	Patient Type*	Choose whether to focus your report on General Patients, or Ortho Patients, or both.
6	Patient Flag	Choose whether to focus your report based on patients with the selected patient flag(s).
7	Patient	Choose to focus the report based on the selected patients.
8	Columns*	Choose the columns that you wish to see in this report. All columns are checkmarked by default except the Age.

Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.

Generation/Download Criteria

• Due to data volume, reports with more than 10 Treatment Locations or a date range exceeding 3 Months will not generate on-screen.
• Reports meeting these criteria will be accessible in the Scheduled Downloads section.

Result - Detail View

Now, let's take a look at the results of the New Patient Report (Detail View).

• Patient ID: The system-assigned number used to identify this patient and their records. On clicking the Patient ID, the user is navigated to the patient overview page.
• Patient Name: The name of the patient.
• DOB: The date of birth of the patient.
• Age: The age of the patient.
• Patient Type: Indicates whether the patient is categorised as a general patient or ortho patient.
• Address: The address of the new patient.
• Phone Number: The phone number of the patient.
• Email: Email ID of the patient.
• Resp. party: The name of the responsible party of the new patient. If the patient is self-responsible, it shows his/her name.
• Location: The short name of the treatment location of the past visit or the appointment location of the new patient's future appointment.
• Provider: The short name of the treatment provider of the past visit or the primary provider 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: The first date of service for the new patient, based on the new patient code configuration.
• First Visit Prod. : The total production generated from the new patient’s first visit. 
• Prod. Type of First Appt.: The production type for the appointment during which the new patient visit occurred.
• Last Date of Visit: The latest date of service for the patient’s visit to the practice.
• Next Appt. Date: The date of the very next scheduled appointment.
• Next Appt. Status: The 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 for the very next scheduled appointment.

Permissions ⌵

If users in your practice cannot use this report, please ensure that the relevant permissions are enabled.

To enable Permissions for the New Patient Report:

• Navigate to the System Menu > select Practice Settings > Administration > Profiles.

• Click Manage Permissions for the intended profile.

• Select Insights.
• Checkmark Generate New Patient Report to enable the permission.
• Click Save.

Practices can use this comprehensive guide to efficiently generate reports, explore various use cases, and apply the necessary filter criteria to generate the desired report. Following this guide will help you create reports quickly, understand the different views available, and customise reports to meet specific needs.