This report tracks changes in the patient base over a month for selected practices.
📝 Please note: Patients without an assigned dentist are only included if the "Provider Selection" is set to "Select None." Choosing specific providers will filter results to patients assigned to those associates.
The report uses key terms to categorize patient data:
Active Patient - What is classed as an Active Patient?
A patient is considered "Active" if there was treatment completed within the past 24 months from the selected date. The treatment completion date is valid only if a completed appointment occurred within 2 days of it.
Lapsed Patient - What is classed as a Lapsed Patient?
A patient is considered lapsed if their last completed treatment was over 24 months ago from the selected date. The treatment completion date is valid only if a completed appointment occurred within 2 days of it.
What is Classed as a Completed Treatment?
A service item is considered completed if it is marked as completed and has an appointment with a valid booked state within 2 days of the completed date. The appointment must not be cancelled or marked as "FTA" (Failed to Attend). A completed COT is not required—only a single completed service item. The appointment can occur up to 2 calendar days before or after the service item's completed date.
To generate the report:
Select Year
Select Month.
Select Practice(s)
Select Provider(s) - Selecting specific Providers will only include Patients that are assigned to those Associates.
Select Patient Schemes: All patient schemes, NHS (UK), Private or Other can be selected - the term 'Scheme' means 'payor' in this context.
📝 Please note: Use scroll bar to move right and view entire report.
The Information that is shown in each column
The Information that is shown in each column
For each selected practice, a table is shown with the following fields:
Patient Schemes: NHS, Private, Other
Total Patients At Start: A summary of the number of patients in each category as of the last day of the previous month.
Active Patients: The number of patients who were not marked as inactive as of the end of the previous month and whose most recent completed treatment was within the last 24 months. The total row for this column reflects the overall number of active patients across all schemes (payors).
Lapsed Patients: The number of patients who were not marked as inactive as of the end of the previous month and whose last completed treatment was more than 24 months ago. The total row for this column represents the total number of lapsed patients across all schemes (payors).
Scheme %: (Active Patients + Lapsed Patients) / (Total Active Patients + Total Lapsed Patients), which relates to the previous month end date.
Activity In Month:
New Patients: The number of patients whose first completed treatment took place during the month.
Returning Patients: The number of patients who were classified as "Lapsed Patients" at the end of the previous month and have completed treatment during the current month.
Lapsed:
Lapsed Patients In Month: The number of patients who were classified as "Active Patients" at the end of the previous month but have moved into the "Lapsed" category by the end of the current month, meaning their most recent treatment was completed more than 24 months ago.
Lapsed Patients Rtn %: Activity in Month - Returning Patients / (Total Patients at Start - Lapsed Patients). This represents the proportion of patients who were classified as "Lapsed" at the beginning of the month and returned for treatment during the current month.
Inactive - Patients Left Scheme - made inactive on PMS
Previously Active:
Previously Lapsed:
Separating the inactive patient count allows these values to be used independently when analyzing how the Active and Lapsed patient counts at the end of the period are derived from the starting counts and in-period activity.
Total Patients At End: An indication of the numbers of patients of different
categories as of the last date of the current month:
Active Patients:
Lapsed Patients:
Scheme %: This shows (Active Patients + Lapsed Patients) / (Total Active Patients + Total Lapsed Patients), which relates to the current month end date.
Variance:
Patients: The change in the number of Active + Lapsed patients, which is Activity In Month - New Patients less Inactive - Patients Left Scheme.
% : This is (Variance-Patients) / (Total Patients at Start Active + Lapsed) - i.e. the percentage change in Active + Lapsed patients from the start of the period.
Values in the Activity In Month, Lapsed, and Inactive column groups are clickable and will display the corresponding patient details in the Patients List report in a separate browser window.
💡 Top tip: Ensure you select the required parameters, Practice, Provider an filters for your report
To download a copy of your report you can use the Export Data button to download a CSV spreadsheet.
You can use the Print button in the top right as needed.
To set up automation of the report you can use the Schedule Report button.