Overview:
The Advanced Patient Search is a recency-based patient grouping tool. Its purpose is to find specific groups of patients based on criteria you set, and take action on them. Every result is calculated based on today's date — it is not a historical reporting tool or a financial reporting tool.
Accessing the Advanced Patient Search
When to Use Advanced Patient Search
Customizing Your Search
Each category you fill in adds another layer to your search — they all build on one another. Only fill in the fields relevant to what you're looking for. You can be as broad or as specific as you need.
Note: These fields build on one another, allowing for more advanced and nuanced searches.
Click on the Filter Settings to expand each section below.
Patient Settings: Filter by patient status (Active or Inactive), referral source, and tags. You can include or exclude patients based on specific tags.
Visit Settings: Search by last visit date range or visit count. This refers to charges on the patient ledger, not appointment types.
This could be:Visit count range (patient has a certain number of charges on the ledger)
Whether to include or exclude patients with future appointments scheduled
Visit Type (ties to Tracking and Reporting Categories)
Understanding the "Last Visit" Between Field in Visit Settings
The last visit fields count days since the patient's last charge on the ledger — not their last appointment. Both boxes must always be filled in; leaving the right box blank may cause unexpected results. Use 9999 as the right box value when you want no upper limit.
Think of every patient as having a number — the days since their last visit. The two boxes define the minimum and maximum of the range you're looking for.
See the Real World Case Examples section below to get specific value examples to put in these fields.
Service Charges: Find patients who have (or have not) been charged for specific services within a date range.
Useful for finding massage only patients, identifying who hasn't had an adjustment, etc.
Inventory Charges: Search for patients charged for particular inventory items within a specified date range.
Useful for follow-up on supplement purchases, reorder reminders, etc.
Case Information: Filter by case type, case status, patient balances, or insurance balances.
Note: The patient balance and insurance balance fields operate as an OR (not AND). This means a patient will appear if either balance condition is met. Keep this in mind when using these fields together. See more in the section below on this AND/OR logic.
Demographics: Search by age range and biological sex. This is not a birthday report.
Useful for identifying patients of Medicare age, or find pediatric patients.
Insurance: Filter patients by third-party payers, no insurance on file, and has coverage with no expiration date.
Useful for finding all patients under a specific insurance carrier or attorney, or patients that have no insurance on file.
Understanding AND vs OR Logic in this Report
This is one of the most important concepts to understand when using Advanced Patient Search.
Between sections = AND. Every section you fill out narrows your results. A patient must meet all conditions across all sections you've filled in.
Within multi-select fields = OR. When you select multiple tags, services, or inventory items within a single field, a patient only needs to match one of those selections.
Running the Search
Set your criteria and run the search:
Adjust your search criteria as needed across the relevant categories.
Click Search Patients to generate the results.
Available Actions based on Results
The results screen will display the number of patients matching your criteria. You can then choose from the following actions:
Bulk Inactivate Patients: Mark all matching patients as inactive at once.
Individual Inactivate: Set a single patient to inactive directly from the list.
Download CSV: Export the report as a spreadsheet.
Download PDF: Export the report as a PDF file.
Text Matching Patients: Send a bulk text message to all matching patients.
Saving and Using Templates
Save Your Search as a Template:
NOTE: Templates are office-wide per location. All staff at the location can use saved templates. Each location must create their own — there is no system-level shared template library.
Pinning Reports for Workflow Integration:
NOTE: The date range selector on the Simple Reporting dashboard does not affect pinned Advanced Patient Search reports. These reports always run based on today's date regardless of the date range shown.
Snooze Option:
Real-World Use Case Examples
1. Pending Inactive List
2. Reactivation Campaign
3. Patients Seen Today With No Future Appointment
Supplement Reorder Follow-Up
Bulk Inactivate Zero-Balance, Long-Gone Patients
Incomplete Care Plan Identification
NOTE: This is a broad approach. Patients will be at different points in their care plan, so you'll need to review the list to evaluate who should have completed their plan by now.
Insurance-Specific Outreach
Conclusion
The Advanced Patient Search feature is designed to help you create detailed, tailored reports that meet your office’s needs. Whether you’re saving reports as templates or integrating them into daily workflows, this tool offers flexibility and efficiency.
Note: This guide provides a general overview of the Advanced Patient Search feature. As the system evolves, additional functionality and options may be added.