📝 Overview
Find Patients by Case is a patient-finding tool. It returns a list of patients who have a case matching the case type and case status you select — with an optional date range to narrow results to cases that had charges within a specific window. This report is useful for identifying patients by the type of case they are being treated under and whether that case is currently open, closed, or in another status.
Like the other Find Patients reports, this report does not contain financial data. Its purpose is to identify which patients have a case matching your criteria so you can take action on that list.
To access this report, go to Reporting > All Reports Beta, select a location, and click By Case under the Find Patients section.
⚠️ This report contains Protected Health Information (PHI).
📋 How Cases Work in ChiroHD
Every patient in ChiroHD has at least one case. A case organizes the patient's treatment, billing, and payment information under a specific case type — such as Cash, Insurance, or Personal Injury. Cases can be open or closed, and a patient can have multiple cases at the same time (for example, a cash case and an insurance case running simultaneously).
When you search for patients by case in this report, ChiroHD looks for patients who have a case matching the type and status you select — and optionally, who had charges on that case within the date window you specify.
🔽 Report Filters
Filter | What It Does | Required? |
Case Type | The type of case to search for — e.g., Cash, Insurance, Personal Injury (defaults to the first case type in your list) | ✅ Required |
Case Status | The status of the case — e.g., Open, Closed (defaults to Open) | ✅ Required |
With charges between / and | Optional date range — limits results to cases that had charges added within this window | ❌ Optional |
Export options: PDF and CSV
⚠️ Case Type and Case Status are both required. The date range is optional — if left blank, the report returns all patients with a matching case regardless of when charges were added.
📋 Filter Details
🗂️ Case Type (Required)
Select the type of case you want to search for. Case types are defined by your organization and typically include options like Cash, Insurance, and Personal Injury. The report defaults to the first case type in your list.
You can only select one case type at a time. If you need results across multiple case types, run the report separately for each and combine the lists.
🔘 Case Status (Required)
Select the status of the case you want to search for. Common statuses include:
Open — cases that are currently active
Closed — cases that have been closed
The report defaults to Open. If you want to find patients with a closed case of a specific type — for example, to reach out to patients whose insurance case has been closed — change this to Closed.
📅 With Charges Between / And (Optional)
This date range is not required. If left blank, the report returns all patients with a case matching the type and status you selected — regardless of when charges were added.
If you enter a date range, the report will only return patients whose matching case had at least one charge added within that window.
Example: You want to find all patients with an open Insurance case who had charges added in the last 30 days — meaning they were actively being billed in that period. Set the case type to Insurance, the status to Open, and set the date range to the last 30 days.
Note: The date range label in the report reads "With charges between" and "and" — a specific reminder that the date filter is keying off charge dates, not case open dates or appointment dates.
📄 What the Report Shows
The output is a patient list — not a financial or clinical report. For each patient returned, the report shows identifying information so you can follow up with them. It does not show:
Case details such as open date, fee schedule, or billing provider
Financial information, balances, or charges
Appointment history or clinical notes
A breakdown of how many cases matched per patient
💡 Common Use Cases
Active patient tracking by case type — Find all patients with an open Cash or Insurance case to get a working list of active patients under a specific billing type
Closed case follow-up — Find patients whose case has been closed to reach out about reopening or scheduling a return visit
Insurance case management — Find all patients with an open Insurance case who had charges in the last month to confirm billing is active and up to date
PI case tracking — Find all patients with an open Personal Injury case to review status or flag for follow-up
Reactivation — Find patients with a closed case and no recent charges to identify lapsed patients for outreach
❓ Common Questions
Can I search across multiple case types at once? No — the report requires a single case type selection. If you need results across multiple case types, run the report separately for each type and combine the exported lists.
What does "With charges between" mean? It refers to charges added to the patient's ledger under that case within the date range you set. It is not keying off the case open date or the appointment date — it specifically looks for ledger charge activity within that window.
Why is a patient not showing up who I know has this case type? A few possible reasons:
The patient's case may be in a different status than what you selected — for example, their case may be Closed when you filtered for Open
If you used the date range filter, the case may not have had any charges added within that window — try removing the date range and running again
The case type may be different from what you expect — check the patient's profile to confirm the case type assigned
Do I have to use the date range? No — it is optional. Leaving it blank returns all patients with a matching case type and status regardless of charge history. Add the date range only when you want to narrow results to cases with recent or historical charge activity.
Can a patient appear more than once if they have multiple matching cases? If a patient has more than one case matching the type and status selected, they may appear more than once in the results. Review the output carefully if you are using it for outreach to avoid duplicate contacts.
✅ Key Takeaways
Find Patients by Case is a patient-finding tool only — no financial or clinical detail is included in the output.
Case Type and Case Status are both required — the report will not run without both selected.
Only one case type can be selected at a time — run the report separately for each type if you need results across multiple case types.
The date range is optional — it filters by charge activity within a window, not by case open date or appointment date. The field is labeled "With charges between" in the report.
Case Status defaults to Open — change to Closed if you are looking for patients with inactive cases.
A patient with multiple matching cases may appear more than once in the output.
This report is PHI-flagged and requires appropriate access permissions to run.
Export as CSV for large lists or when you need to sort, filter, or combine data from multiple runs.
📌 Conclusion
Find Patients by Case is a straightforward tool for building patient lists based on case type and status. It works best when used with a clear purpose — finding active patients under a specific billing type, flagging closed cases for follow-up, or confirming which patients had charges under a particular case in a given period. The optional date range adds precision when you need it, but leaving it blank gives you the broadest possible view of patients matching your case criteria.