📝 Overview
Find Patients by Charge is a patient-finding tool. It is designed to help you build a list of patients who have had a specific service or inventory item placed on their ledger — either within a date range you define, or within a rolling time window. This report does not contain financial data. It will not tell you how much was collected or billed. Its purpose is to identify which patients received a particular charge so you can take action on that list.
To access this report, go to Reporting > All Reports Beta, select a location, and click Find Patients by Charge under the Find Patients section.
⚠️ This report contains Protected Health Information (PHI) and requires appropriate access permissions to run.
🔍 Two Ways to Search
When you open Find Patients by Charge, you will choose between two search types:
📅 Date Range
Find patients who were charged for a specific service or inventory item between two specific dates.
Example: You want to find all patients who were charged for a massage add-on service between January 1 and March 31.
Use this option when you know the specific time period you want to look back at.
Filters available:
Filter | What It Does |
Start Date / End Date | Sets the specific date range to search within |
Service / Inventory Item | The service or inventory item to search for — required, you must select at least one |
🔄 Within
Find patients who were charged for a specific service or inventory item within a recent rolling window — and optionally exclude patients charged too recently.
Example: You want to find patients who received a specific adjustment in the last 3 months but not in the last month — meaning they are due for a follow-up soon but haven't been in recently.
This option is particularly useful for outreach and recall campaigns.
Filters available:
Filter | What It Does |
Within (months) | Find patients charged within this many months (defaults to 3) |
Not Within (months) | Exclude patients charged within this many months (defaults to 1) |
Service / Inventory Item | The service or inventory item to search for — required, you must select at least one |
How Within and Not Within work together:
Within: 3 means the patient must have been charged in the last 3 months
Not Within: 1 means the patient must NOT have been charged in the last 1 month
Together, they find patients who were charged between 1 and 3 months ago — active patients who haven't been seen very recently
You can adjust both values to widen or narrow the window depending on your outreach goal.
⚠️ You Must Select a Service or Inventory Item
The service or inventory item field is required — the report cannot be run without selecting at least one. This is what the report is searching for. You can select multiple services or inventory items if you want to find patients charged for any of them.
📄 What the Report Shows
The output is a patient list — not a financial breakdown. For each patient returned, the report shows identifying information so you can follow up with them. It does not show:
How much was charged
Whether the patient paid
What the balance is
Any financial totals
If you need financial data alongside the patient list, you would need to pull that separately from the patient's ledger or from another report.
💡 Common Use Cases
Recall campaigns — Find patients who received a specific service in the past but haven't been in recently, then reach out to schedule a follow-up
Product or service follow-up — Identify patients who purchased a specific supplement or inventory item and follow up with reorder outreach
Targeted communications — Build a list of patients who received a specific treatment to send relevant educational content or promotions
Internal audits — Find all patients who had a specific service added to their ledger in a given period for review purposes
🔽 Report Filters Summary
Filter | Date Range | Within |
Start Date / End Date | ✅ Required | ❌ Not used |
Within (months) | ❌ Not used | ✅ Available (default: 3) |
Not Within (months) | ❌ Not used | ✅ Available (default: 1) |
Service / Inventory Item | ✅ Required | ✅ Required |
Export options: PDF and CSV
❓ Common Questions
Why can't I run the report without selecting a service or inventory item? The report is built around finding patients by a specific charge. Without selecting what you are searching for, the report has no criteria to filter on. At least one service or inventory item must be selected before the report will run.
Can I search for multiple services at once? Yes. You can select more than one service or inventory item. The report will return patients who were charged for any of the items you selected.
What is the difference between Date Range and Within? Date Range searches between two specific dates you choose. Within searches based on a rolling window relative to today — useful when you want results that stay current without having to update the dates every time you run the report.
Can I see how much each patient was charged? No. This report only shows a patient list. It does not include any financial data — no charge amounts, no balances, and no payment information.
Why don't I see a patient I expected to find? The report searches for the charge being on the patient's ledger within the date range or window you specified. If the service was performed but not added to the ledger, or if it was added outside the date range you selected, the patient will not appear. Also confirm that the correct service or inventory item is selected — searching for a similarly named but different item will not return the expected results.
✅ Key Takeaways
Find Patients by Charge is a patient-finding tool only — it does not contain financial data.
You must select at least one service or inventory item to run the report — it is a required field.
Date Range finds patients charged between two specific dates. Within finds patients charged within a rolling time window, with an optional exclusion window.
The Within option defaults to patients charged in the last 3 months but not the last 1 month — both values are adjustable.
Results are a patient list. Financial details must be pulled separately.
Both sub-types are PHI-flagged and require appropriate access to run.
You can select multiple services or inventory items to broaden your search.
📌 Conclusion
Find Patients by Charge is most valuable as an outreach and recall tool. By searching for patients who received a specific service or purchased a specific product within a defined time frame, you can build targeted lists for follow-up communications, reorder campaigns, or internal review. The Within option makes it particularly easy to run recurring outreach without manually updating date ranges each time. Keep in mind that the report shows patient names only — for financial details, you will need to reference the patient's ledger or run a separate financial report.