The Active Patients in Period report tracks how your patient base changes over a month. It shows your active and lapsed patients at the start and end of the period, and the new, returning, lapsed and inactive patients that explain the change, broken down by practice and patient scheme (payor).
To find the report, select Report Finder from the menu on the left and either search for the report name or find it under the Performance section.
Key Terms
Active Patient: A patient who has had treatment completed within the past 24 months from the selected date.
Lapsed Patient: A patient whose last completed treatment was more than 24 months ago from the selected date.
Completed Treatment: A service item marked as completed with an appointment in a valid booked state within 2 calendar days (before or after) of the completed date. The appointment must not be cancelled or marked as FTA (Failed to Attend). Only a single completed service item is needed – the whole COT doesn't need to be complete.
Setting Up the Report
Date Range – select the period. The report is shown in whole calendar months.
Practices – select one, several or all of your practices.
Providers – select one or more providers. Selecting specific providers only includes patients assigned to those providers. The provider list can be narrowed by Active Status, Charging Status and Provider Type (Dentist, Hygienist, Nurse, Therapist).
Patient Scheme – choose All Schemes, NHS, Private or Other. 'Scheme' means payor in this report.
Click Create Report.
💡 Top tip: Use Reset Configuration to return all report settings to their defaults.
Summary Tiles
Active Patients (Start): Active patients at the start of the period.
Active Patients (End): Active patients at the end of the period, with the percentage change from the start.
Lapsed Patients (Start): Lapsed patients at the start of the period.
Lapsed Patients (End): Lapsed patients at the end of the period, with the percentage change from the start.
Charts
Patient Base Movement in Period
This chart shows how your active patient numbers moved during the period. It adds New and Returning patients, subtracts Lapsed and Inactive patients, and shows the overall Change. Each bar is split by scheme (NHS, Private and Other). The top right of the chart summarises the start and end active patient counts and the net change.
Active Patients, Start vs End
This bar chart compares Active (Start) and Active (End) patients. Use the Practice / Dentist / Hygienist toggle in the top right of the chart to change the breakdown. Scroll within the chart to see all practices or providers.
The Report Table
Table Tools
Search schemes: Search the table.
Filter: Narrow the results by Practice, Provider Type or Provider.
By Practice / Summary: By Practice shows a separate table for each practice. The practice header shows its Active (Start), Active (End), New, Lapsed and Variance figures. Summary shows one combined table for all selected practices.
Collapse All / Expand All: Close or open all practice sections at once.
Column Settings: Choose Compact, Normal or Comfortable view, or reset column widths.
Manage Columns: Show or hide the optional columns (Scheme % and the percentage columns). Use Show All, Hide Optional or Reset to Defaults as needed.
The information shown in each column (click here to view)
The information shown in each column (click here to view)
Each table has a row for each Patient Scheme (NHS, Private, Other) and a Total row.
Total Patients at Start – as of the last day of the previous month:
Active: Patients not marked as inactive whose most recent completed treatment was within the last 24 months.
Lapsed: Patients not marked as inactive whose last completed treatment was more than 24 months ago.
Scheme %: (Active + Lapsed for the scheme) ÷ (Total Active + Total Lapsed).
Activity in Month:
New Patients: Patients whose first completed treatment took place during the month.
Returning: Patients who were Lapsed at the end of the previous month and had treatment completed during this month.
Lapsed:
Lapsed In Period: Patients who were Active at the end of the previous month but became Lapsed by the end of this month.
Lapsed Rtn %: The proportion of patients who were Lapsed at the start of the month and returned for treatment during the month.
Inactive – Patients Left Scheme (made inactive on the PMS):
Prev. Active: Patients made inactive who were previously Active.
Prev. Lapsed: Patients made inactive who were previously Lapsed.
Keeping inactive patients separate lets you see how the end-of-period Active and Lapsed counts are made up from the starting counts and in-period activity.
Total Patients at End – as of the last day of the selected month:
Active, Lapsed and Scheme %: As above, at the end of the period.
Variance:
Patients: The change in Active + Lapsed patients – New Patients less Inactive (Patients Left Scheme).
%: Variance Patients ÷ (Active + Lapsed at Start) – the percentage change from the start of the period.
Viewing the Patients Behind a Number
Values in the Activity in Month, Lapsed and Inactive column groups are clickable. Clicking one opens a Patient List in a new browser tab showing the patients behind that figure, with their code, provider, days since last treatment, date of birth, age, gender, capitation band, address and contact details. Use Export CSV to download the list, or Back to report to return.
💡 Top tip: Click the Lapsed In Period figure to get a ready-made contact list of patients who have just lapsed.
Data Only, Print, Export and Schedule
Data Only: Turn on this toggle to hide the summary tiles and charts and show just the table.
Print: Print the report.
Export: Download a copy of the report.
Schedule: Automate delivery of this report.