📝 If you've used this report before: This is a significantly updated version. The previous report was a detailed flat table focused on patient record data and treatment plan status. This new report is built around acquisition and conversion — with summary tiles showing your new patient pipeline at a glance, a referral source breakdown, a practice and provider volume chart, and a New Patient Journey chart that tracks every patient from registration through to completed treatment. The underlying patient data is unchanged.
Generating the report
Set your Date Range using a preset (e.g. Last 30 days) or custom dates.
Select the Practices and Providers you want to include.
Click Create Report.
Summary tiles
The four tiles at the top give you an instant read on your new patient acquisition position for the period.
Tile | What it shows |
Total New Patients | All new patient records created in the selected date range |
Outstanding (Not Booked) | New patients who have not yet had a first appointment booked |
Booked Rate | The percentage of new patients who have a booked appointment. Displays a Good, Fair, or Low badge based on performance thresholds |
Avg Days to First Treatment | The average number of days between a patient registering and completing their first treatment |
💡Top tip: Click the Outstanding (Not Booked) tile to instantly filter the results table to new patients without a booking. Click it again to clear the filter.
Charts
New Patients by Referral Source
A donut chart showing the breakdown of new patients by how they found the practice. Toggle between Referral and Payor views using the buttons in the top right of the chart panel. Hover any segment to see exact counts and percentages. Use this to understand which acquisition channels are performing and where gaps exist.
New Patients by Practice / Provider
A bar chart showing new patient volume. Toggle between Practice and Provider views using the buttons in the top right of the chart panel. Use this to see where new patient acquisition is strongest and where it needs attention.
New Patient Journey
A Sankey chart that tracks every new patient from registration through to completed treatment. It shows three stages:
All Patients — everyone registered in the period
Appointment — split between those who booked an appointment (Booked Appt) and those who did not (No Booking)
Treatment — of those who booked, split between those who completed treatment (Completed Trt) and those who did not (No Treatment)
The width of each flow represents the volume of patients at that stage, making it immediately visible where patients are dropping out of the journey.
Hover any node to see the exact patient count and percentage. Click any node — for example No Booking or No Treatment — to filter the results table to that segment instantly. Click the node again to clear the filter.
💡Top tip: Use the New Patient Journey chart in team reviews to focus the conversation on the right stage. A wide No Booking flow is a front-desk or follow-up problem. A wide No Treatment flow suggests patients are booking but not completing — which may point to treatment plan or clinical conversion issues.
The results table
Views
Switch between two table modes using the buttons in the toolbar:
By Practice — new patients grouped under each practice, with a summary row showing total new patients, booked count, outstanding count, and booked rate. Click a practice header to expand or collapse it. Use Expand All / Collapse All to control the full list at once.
All Patients — a flat list of every new patient, useful when you want to sort across all practices simultaneously.
Sorting
In By Practice view, use the Sort dropdown to reorder practices:
Most new patients first — surfaces the practices with the highest acquisition volume
Lowest booked rate first — surfaces the practices with the weakest conversion from registration to booking
Alphabetical (A–Z)
Columns
Click Column Settings to adjust table density (Compact, Normal, or Comfortable).
Click Manage Columns to show or hide individual columns, drag them into a different order, or reset to the default layout.
Key columns
Column | What it tells you |
Registration Date | When the patient record was created |
Patient Name | The new patient |
Referral Source | How the patient found the practice (e.g. Google, Word of Mouth, NHS list) |
Provider | The clinician assigned to their first appointment |
First Appt Date | When the first appointment is or was scheduled |
Booked | Green Yes or red No badge |
Attended | Green Yes, red No, or amber Pending badge |
Days to Book | How many days elapsed between registration and booking |
💡Top tip: Dentally users can now click on the patient name or code to access their file directly
Filtering and searching
Use the Filter button to refine results without regenerating the report. Available filters include practice, provider, referral source, booked status, and attended status.
Active filters appear as coloured pills below the search bar. Remove individual filters by clicking the × on a pill, or clear all filters at once.
Use the Search box to find records by patient name, provider, or referral source.
Exporting
Click Export to download the report as a CSV, Excel workbook, or PDF.
Scheduling reports
Instead of exporting manually each time, you can set the report to deliver automatically on a recurring basis - saving you time. Select Schedule Report, then:
Name for Report — a label to identify this scheduled export
Password for Zip File — the report is delivered as an AES-256 encrypted zip, so set a password here to protect it
Schedule Frequency & Period — choose when and how often the report should run (e.g. Schedule Now, or a recurring frequency)
Recipient Email Addresses — enter one or more email addresses, comma-separated. Recipients must be users in your group. Leave this blank to send the report to yourself.
📝 Please note: the password is required to open the zip file, so make sure this is shared securely with recipients ahead of time.
For now, only Admin users can schedule to other people in the group.
Once you've configured your settings, select Schedule to confirm. The report will be delivered automatically as an encrypted zip file to the selected recipients on the schedule you've set.
You can edit or cancel a scheduled report at any time from the Scheduled reports section under Settings.
Data Only mode
Toggle Data Only to hide the summary tiles and charts and show only the table. Useful when you are exporting or reviewing a large volume of records.
Resetting the report
Click Reset Configuration to clear all filters, column changes, and sorting. The date range resets to the last 30 days and all practices are selected.
Common questions
What does the Booked Rate colour coding mean?
The tile uses a colour indicator to show how your conversion from new patient registration to first booking is performing against recommended thresholds: 90% or above shows as Good (green), 60–89% shows as Fair (amber), and below 60% shows as Low (red). These benchmarks are based on typical performance across MPC practices.
What is Avg Days to First Treatment?
It is the average number of days between a patient's registration date and their first completed treatment across the selected period. A lower number indicates your practice is converting new patients into active treatment quickly. A rising average may indicate bottlenecks in the booking or treatment planning process.
What does the New Patient Journey chart show?
It tracks every new patient registered in the period through two conversion points: whether they booked an appointment, and whether they completed treatment. The width of each flow is proportional to patient volume, so the chart makes it immediately clear where the biggest drop-off is happening. Hover any node to see the exact count and percentage. Click any node — such as No Booking or No Treatment — to filter the results table to that segment.
Can I see new patients for a single referral source across all practices?
Yes. Select the referral source using the Filter button after generating the report, then use All Patients view to see a flat list across every practice.
What is the difference between this report and the New Patients Summary Report? The New Patients Summary Report gives a period-level count of new patients by practice. This report provides the full acquisition journey — individual patient records, referral source breakdown, booking and treatment conversion, and the New Patient Journey chart.