📝 Overview
Find Patients by Appointment is a patient-finding tool. It is designed to help you build a list of patients based on their appointment history — specifically, whether they had an appointment matching criteria you define within a date range or a rolling time window. Like Find Patients by Charge, this report does not contain financial data. Its purpose is to identify which patients had appointments 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 Appointment under the Find Patients section.
🔍 Two Ways to Search
When you open Find Patients by Appointment, you will choose between two search types:
📅 Date Range
Find patients who had an appointment matching your criteria between two specific dates.
Example: You want to find all patients who had a completed appointment between January 1 and March 31.
Use this option when you know the exact time period you want to look back at.
Filters available:
Filter | Details |
Start Date / End Date | Sets the specific date range to search within |
Appointment Status | The status to filter by — required, you must select at least one (defaults to Completed) |
Appointment Type | Optional — filter to a specific appointment type |
Appointment Sub-Type | Optional — filter to a specific appointment sub-type |
Provider | Optional — filter to a specific provider |
🔄 Within
Find patients who had an appointment matching your criteria within a recent rolling window — and optionally exclude patients who came in too recently.
Example: You want to find patients who had a completed appointment in the last 3 months but not in the last month — meaning they are overdue for a follow-up.
This option is particularly useful for recall and reactivation campaigns where you want results that stay current without updating dates each time.
Filters available:
Filter | Details |
Within (months) | Find patients with an appointment within this many months (defaults to 3) |
Not Within (months) | Exclude patients with an appointment within this many months (defaults to 1) |
Appointment Status | The status to filter by — required, you must select at least one (defaults to Completed) |
Appointment Type | Optional — filter to a specific appointment type |
Appointment Sub-Type | Optional — filter to a specific appointment sub-type |
Provider | Optional — filter to a specific provider |
How Within and Not Within work together:
Within: 3 means the patient must have had an appointment in the last 3 months
Not Within: 1 means the patient must NOT have had an appointment in the last 1 month
Together, they find patients who had an appointment between 1 and 3 months ago — patients who have been in recently but are starting to lapse
You can adjust both values to widen or narrow the window depending on your outreach goal.
⚠️ Appointment Status Is Required — and Run One at a Time
The Appointment Status field is required — the report cannot be run without selecting at least one status. The report defaults to Completed, which is the most common use case.
⚠️ Important: Run the report with one status selected at a time. When multiple statuses are selected together, the results are returned in a disorganized format that is difficult to read and work with. If you need results for multiple statuses, run the report separately for each one and combine the lists afterward.
Common statuses you may want to run separately:
Completed — patients who came in and were seen
No Show — patients who had an appointment but did not show up
Cancelled — patients who cancelled their appointment
📄 What the Report Shows
The output is a patient list — not a financial or appointment details report. For each patient returned, the report shows identifying information so you can follow up with them. It does not show:
Appointment dates or times for each patient
Financial information, charges, or balances
Visit notes or clinical details
A count of how many appointments each patient had in the window
If you need more detail per patient, you would need to review each patient's profile or appointment history individually.
💡 Common Use Cases
Reactivation campaigns — Find patients who have not had a completed appointment in the last 1–3 months and reach out to schedule a return visit
No-show follow-up — Identify patients who no-showed in a specific date range and contact them to reschedule
Cancellation outreach — Pull a list of patients who cancelled in a given period and follow up to get them back on the schedule
Provider-specific recall — Filter by provider to find patients overdue for a follow-up with a specific doctor
Type-specific lists — Filter by appointment type or sub-type to find patients who received a specific kind of visit
🔽 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) |
Appointment Status | ✅ Required | ✅ Required |
Appointment Type | ✅ Optional | ✅ Optional |
Appointment Sub-Type | ✅ Optional | ✅ Optional |
Provider | ✅ Optional | ✅ Optional |
Export options: PDF and CSV
❓ Common Questions
Why can't I run the report without selecting an appointment status? Appointment Status is a required field — it defines what kind of appointment history the report is filtering for. The report defaults to Completed, but you can change it to any status available in your system.
Why do my results look disorganized when I select multiple statuses? The report output is not designed to handle multiple statuses cleanly — when more than one is selected, results from different statuses are returned together without clear separation. Run one status at a time for clean, readable results.
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 for ongoing recall campaigns where you want results to stay current without updating dates every time you run the report.
Can I filter by a specific provider? Yes — Provider is an optional filter available in both Date Range and Within. Use it to narrow results to patients seen by a specific provider.
Can I see appointment details for each patient on the list? No. The report returns a patient list only. It does not show appointment dates, visit counts, or any other per-appointment detail. For more information on a specific patient's history, review their profile directly.
Can I see financial information alongside the patient list? No. This is a patient-finding tool only. Financial data is not included in the output.
✅ Key Takeaways
Find Patients by Appointment is a patient-finding tool only — it does not contain financial or appointment detail data.
Appointment Status is required — the report defaults to Completed and cannot be run without selecting at least one status.
⚠️ Run one status at a time — selecting multiple statuses produces disorganized results. Run separately for each status if needed.
Date Range finds patients with appointments between two specific dates. Within finds patients with appointments in a rolling time window, with an optional exclusion window.
The Within option defaults to patients with a completed appointment in the last 3 months but not the last 1 month — both values are adjustable.
Optional filters — Appointment Type, Appointment Sub-Type, and Provider — can be used to narrow results further.
Neither sub-type is PHI-flagged, but the output does contain patient-identifying information and should be handled accordingly.
📌 Conclusion
Find Patients by Appointment is a straightforward but powerful tool for building targeted patient outreach lists based on appointment history. The two search modes — Date Range and Within — give you flexibility depending on whether you need a historical snapshot or an ongoing recall list. The most important thing to remember when running this report is to select one appointment status at a time — combining statuses leads to results that are difficult to work with. For financial data or clinical detail, this report is not the right tool; it is designed purely to answer the question of which patients had appointments that match your criteria.