The Patients Report

The 'Patients' Report in Dentally allows you to customise, run & save reports based on various information you hold on your patients.

Shelley Withington avatar
Written by Shelley Withington
Updated over a week ago

The 'Patients' Report in Dentally allows you to customise, run & save reports based on various information you already hold on your patients within Dentally.

The below video shows you an example of how you can filter and save a report as a 'segment' so you can come back later and run this again.

How to access the reports menu?

Once you are logged in, the reports section can be accessed from the graph icon in the bottom left of Dentally.

Active Filter

This report works based on filters. When you first open the report it will default to a pre-saved report segment called 'Active'.

This report only has the filter 'Active' ticked and is set to show those patients whose active status is set to true - therefore showing you all your registered patients who have not been archived.

custom report

You can then further filter the report based on a combination of filters of your choice, using the left hand side filters menu.

In this example below we want to find all active patients who are registered with a particular dentist called Joe Bloggs;

  • We are going to leave 'Active' ticked with the option 'Is Active' selected.

active custom report
  • we are then going to tick the 'Dentist' filter. This will allow us to chose patients that are assigned to a specific dentist.

  • we have then selected 'is' and have chosen Joe Bloggs from the list of available dentists.

custom report select dentist
  • because the report is 'live' the list of patients will automatically refresh as we tick or untick any of the filters to run it by.

Choosing Multiple Options of the Same Filter

The ability to use the same filter more than once means we can create really unique specific reports.

A popular example of using this functionality is searching for patients who have had their last appointment in a super specific time range.

Let’s use an example; If we want to further filter the list of Joe's patients that we just created to find those whose last appointment was between January 1st 2018 and 31st August 2018. We can do this using the same filter 'last appointment' twice.

  • firstly we would tick 'last appointment'

  • then select 'After' - this is where you can then select the date. (in our example this is after Mon 01 Jan 2018

  • to then add the same filter again we choose the 'add filter' option.

  • This then lets us customise the same filter again.

  • We can then select that the 'Last Appointment' is also 'Before' and select the date. (In our example you can see this is set to Fri 31 Aug 2018)

  • This means we are now looking at a list of Joe Bloggs patients who were last seen in this timeframe.

custom reports data range

Use Multiple Filters

You can build complex requests using multiple filters.

As an example, you could use;

Active - is active

AND Dentist is Joe Bloggs

AND Account Balance is less than -25

AND Next Appointment is unknown

this will allow you to see which patients of dentist Joe Bloggs owe more than £25 and have no further appointments. This will enable you to contact them and chase up the payments.

Saving the Report for Future Use

If this report is one that you will be running again in the future, you can save it as a 'Report Segment'.

Just hit the 'Save' button below the report filters, once you are happy with the options you have selected.

Previously saved report segments can be accessed with the 'select a report segment' button, located above the report filters.

The reports are listed and will show the number of results given the last time the report was ran.

Remember that filters applied on a saved segment may need the selected options reset when running again in future

For example; a selected date range may no longer be appropriate when running a segment at a later date.

Use a Report Segment to send correspondence

If you wanted to use a list you have created to bulk send a communication such as a manual recall, a campaign, or a reminder you can do this straight from the report. Check out the Bulk Patient Messaging support page to help you with this.

How to export?

These reports can be exported as a .CSV file using the export options found in the top right of the reports screen.

  • Chose 'More'

  • select 'Export patients'

  • Once the report has generated as a .CSV file

  • you will receive a notification letting you now its ready to be downloaded.

  • Just left click the notification to begin the download.

  • You will then be able to view your report with all selected information fields in programs such as Excel.

How to print?

You can either print this once you have exported the document into Excel as per the above instructions.

Alternatively, you can print straight from most browsers as well. You can do this on your browser by going to the menu icon in the top right and choosing print.

This will then preview the document for you to choose a printer to send it to. You will notice if you print it this way it will only include the first few columns of the report that it can currently see.

If you are printing this way, then you may wish to change the information you are viewing from the displayed patient attributes section in the top right of the report.

The Patients Report

To learn more about the Patients Report and how you might use it, we have a number of tutorial webpages for you to refer to.

Did this answer your question?