The Patient List feature enables you to create lists of patients that meet criteria defined by a selection of search conditions. 

Patient List Search Criteria Options

Understanding the available search conditions in Patient Lists will help you create a list of patients tailored to your specific requirements.

⚠️ Note: Some of the listed search conditions may not be available depending on your region or system configuration.

💡 Tip: All conditions have the option to run a search with a condition on Patients with or Patients without. The patients without options would reverse the search, for example,

• Patients with; Age 18-30 would find patients within this age range.
• Patients without; Age 18-30 would find patients outside of this age range

💡 Tip: Most conditions can be set to Prompt for entries when running a patient list search. When this setting is selected, the search condition prompts the user to confirm or amend the entered criteria before performing the operation.

💡Tip: When searching for dates using Patient Lists, the query 'D/M/Y' is useful to keep lists up to date.
Entering 'D/M/Y' into the date field will allow Patient Lists to search for the Day/Month/Year; therefore, using D/M-6/Y will return results six months ago, from the current date.

Search Conditions

For the purposes of this article, the search conditions have been split into different categories to help you locate the right conditions for your search. 

Patient Details

• A check in 'head of family': Find patients who are marked as the head of the family.
• A check in 'inactive': Find patients who are marked as inactive.
• A check in 'infectious alert': Find patients with the infectious alert ticked on their patient record.
• A check in 'medical alert': Find patients with a medical alert set on their record.
• A check in 'no dental recall': Find patients with no dental recall marked on their patient record.
• A check in 'no hygiene recall': Find patients with no hygiene recall marked on their patient record.
• A check in 'prevent appointment booking': Find patients marked as prevent appointment booking.
• A check in 'sms home': Find patients with a tick in the sms home setting.
• A check in 'sms mobile': Find patients with a tick in the sms mobile setting.
• Age: Find patients between a selected age range, with the option to set the youngest and oldest range from 0 to 99.
• Birthday: Find patients with a birthday date between the selected date range.
• Date of birth: Find patients with a date of birth between the selected date range.
• Dentist: Find patients with a dentist matching the selected dentist.
• Hygienist: Find patients with a hygienist matching the selected hygienist.
• Entry in 'CHI Number': Find patients with a CHI Number present on their patient record.
• Inactive type: Find inactive patients matching the selected inactive reason.
• Letters in 'address' matching: Find patients with letters in their address matching the entered value, with the option to use the word 'NULL' to search for patients with no address.
• Letters in 'Also Known as' matching: Find patients with letters in their also known name matching the entered value, with the option to use the word 'NULL' to search for patients with no also known name.
• Letters in 'alt. ref.' matching: Find patients with letters in their alternate reference matching the entered value, with the option to use the word 'NULL' to search for patients with no alternate reference.
• Letters in 'ana. pref.' matching: Find patients with letters in their anaesthetic preference matching the entered value, with the option to use the word 'NULL' to search for patients with no anaesthetic preference.
• Letters in 'code' matching: Find patients with letters in their patient code matching the entered value, with the option to use the word 'NULL' to search for patients with no patient code.
• Letters in 'occupation' matching: Find patients with letters in their occupation matching the entered value, with the option to use the word 'NULL' to search for patients with no occupation.
• Letters in 'patient name' matching: Find patients with letters in their patient name matching the entered value, with the option to use the word 'NULL' to search for patients with no patient name.
• Letters in 'post code (1st 5 letters)' matching: Find patients within the first five letters of their post code matching the entered value, with the option to use the word 'NULL' to search for patients with no post code.
• Letters in 'post code' matching: Find patients with letters in their post code matching the entered value, with the option to use the word 'NULL' to search for patients with no post code.
• Letters in 'work address' matching: Find patients with letters in their work address matching the entered value, with the option to use the word 'NULL' to search for patients with no work address.
• Mobile phone number: Find patients with a mobile phone number matching the entered number.
• No entry in 'payor': Find patients without a selected payor - AKA. Private patients.
• No entry in 'referral': Find patients without a referral entry.
• Patient code: Find patients with a payor code within a payor code range, with the option to select the patient code range.
• Payor: Find patients with a payor matching the selected payor type, with an option to filter by capitation band, if available.
• Payor Type: Find patients with a payor matching the selected payor type.
• Payor(s): Find patients with multiple associated payor/s matching the selected payor/s.
• Post code: Find patients with a post code matching the entered code.
• Price code: Find patients with a price code that matches the selected price code.
• Provider(s): Find patients with entries in their Dentist or Hygienist fields, with an option to select individual or multiple dentists and hygienists.
• Referral: Find patients with a referral within a date range, with the option to select the date range.
• Sending Email Address: Find patients with a sending email address.
• Sex: Find patients by the sex recorded on their patient record.
• Type: Find patients with an entry in the type 1 field on their patient record, with an option to select the required type 1 code.
• Type 1: Find patients with an entry in the type 1 field on their patient record, with an option to select the required type 1 code.
• Type 2: Find patients with an entry in the type 2 field on their patient record, with an option to select the required type 2 code.

Communications

• Communication Sent: Find patients who have been sent a communication in the set time frame, with the option to select which type of communication method and which template was used.
• Contact Preference: Find patients with a contact preference matching the selected option.
• Contact Preferences: Find patients with specific contact preferences, with the option to search for their preference, including Opted In, Opted Out and Undecided.
• Contact Restrictions: Find patients with contact restrictions, with options to search for 'Product & Service Information or Promotion' and 'All Other Communications'.
• Wait List Entries: Find patients listed on wait lists, with an option to select a wait list, select a date range, and wait status.

Treatment

• Completed Courses of Treatment: Find patients with a course of treatment that has been marked as treatment completed between the selected date range, with the option to select payor, open amount, and to exclude open courses of treatment.
• BPE - most recent score: Find patients with their most recent BPE score recorded on or after the selected date, with options to choose the desired BPE sextant score and bleeding.
• Denplan OHS: Find patients with a Denplan oral health score, with options to select the provider, date of the score, and the scoring value.
• Letters in 'dated notes' matching: Find patients with letters in their dated notes matching the entered value, with the option to use the word 'NULL' to search for patients with no date notes.
• Letters in 'general notes' matching: Find patients with letters in their general notes matching the entered value, with the option to use the word 'NULL' to search for patients with no general notes.
• Treatment by Provider: Search for treatment codes associated with a patient record, with options to enter multiple treatment codes, search for one or all selected codes, search within a date range, search by the state of treatment including planned, completed, or charged, and opt to exclude inactive, misc, base charting, history and current charting with the option to select the Treatment Provider.
• Treatment codes: Search for treatment codes associated with a patient record, with options to enter multiple treatment codes, search for one or all selected codes, search within a date range, search by the state of treatment including planned, completed, or charged, and opt to exclude inactive, misc, base charting, history and current charting.

Appointments

• Any appointment: Find patients with an appointment between the selected date range, with options to select the date range, choose selected treatment codes, provider and the option to include failed and cancelled appointments.
• Any Appointment by Payor: Find patients with an appointment between the selected date range, with options to select the date range, choose selected treatment codes, provider, payor and the option to include failed and cancelled appointments.
• Cancellation reason: Find patients with the selected cancellation reason recorded on their appointment history.
• Cancelled appointment: Find patients with a cancelled appointment between the selected date range, with the option to define treatment codes and provider.
• Cancelled appointment with reason: Find patients with a cancelled appointment between the selected date range, with the option to define treatment codes, minimum appointment length, provider and cancellation reason.
• Was not brought to an appointment: Find patients with appointments marked as 'Was not brought to an appointment' with an option to select a date range and the number of Was not brought appointments.
• Dentist appointment: Find patients with a dentist appointment between the entered date range.
• Failed appointment: Find patients with a failed appointment between the selected date range, with the option to select treatment codes and provider.
• Failed Appointment Occurrences: Find patients with a failed appointment between the selected date range with the option to select treatment codes, the appointment provider, the appointment payor, and select the minimum number of failed appointments, eg, 1 or more, 2 or more, etc.
• First visit: Find patients with their first visit between the selected date range.
• First Visit by Payor: Find patients with their visit between the selected date range with the selected payor.
• Hygienist appointment: Find patients with a hygienist appointment between the entered date range.
• Lapse date: Find patients with a lapse date between the selected date range.
• Last appointment: Find patients with their last appointment between the selected date range with options to select treatment codes, provider and include failed and cancelled appointments.
• Last visit: Find patients with their last practice visit between the selected date range.
• Long Appointment: Find patients with an appointment within the selected date range, with options to select treatment codes, the minimum appointment length, provider, and if you wish to include failed or cancelled appointments.
• Next appointment: Find patients with their next appointment between a selectable date range, with an option to select treatment codes, provider and selecting if you wish to include failed or cancelled appointments.

Recalls

• Dentist recall: Find patients with a dentist recall between the entered date range.
• Dentist recall period: Find patients with a dentist recall period between the selected period.
• Dentist recall service: Find patients with a dentist recall service matching the selected treatment, with the option to select a range of services.
• Dentist recalls sent: Find patients with dentist recalls sent between the selected number of recalls sent.
• Hygiene recall: Find patients with a hygiene recall between the entered date range.
• Hygiene recall period: Find patients with a hygiene recall period between the selected period.
• Hygiene recall service: Find patients with a hygiene recall service matching the selected treatment, with the option to select a range of services.
• Hygiene recalls sent: Find patients with hygiene recalls sent between the selected number of recalls sent.
• Last dentist recall sent: Find patients with their last dentist recall sent between the selected date range.
• Last hygiene recall sent: Find patients with their last hygienist recall sent between the selected date range.

Medical

• Last medical info update: Find patients with their last medical info update made between the selected date range.
• Letters in 'doctor' matching: Find patients with letters in their doctor matching the entered value, with the option to use the word 'NULL' to search for patients with no doctor.
• Letters in 'infectious text' matching: Find patients with letters in their infectious text matching the entered value, with the option to use the word 'NULL' to search for patients with no infectious text.
• Letters in 'medical history' matching: Find patients with letters in their medical history matching the entered value, with the option to use the word 'NULL' to search for patients with no medical history.
• Oral Health Survey: Find patients with oral health survey responses matching selected responses, with options to select how recent the survey was completed, if the patient requested additional information and if their issue is marked as resolved or unresolved.
• Prescription Items: Find patients with prescription items charted on their patient record with an option to select the prescribed items, with the option to select a date range.

Transactions

• Don't include in statement run: Find patients with the option 'Don't include in statement run' selected.
• Invoiced Items: Find patients with invoiced items on their patient record that match the selected invoiced items between the selected date range.
• No statement aging messages: Find patients with or without statement aging messages.
• Patient balances: Find patients with a balance between a selected range with options to enter minimum and maximum amounts, dates and if required, provider.
• Ready for Invoicing: Find patients who are ready for invoicing.
• Receipts exceeding: Find patients within a selectable date range with outstanding receipts on their patient record with the option to enter an amount exceeding or equal to the entered value.
• Stop credit alert: Find patients with a stop credit alert on their patient record.

NHS

• NHS Care Pathway Score: Find patients with an NHS Care Pathway score matching the selected option with an option to select an 'As at Date' - NHS practices only.
• NHS Ethnicity: Find patients with a ethnicity matching the selected option - NHS practices only.
• NHS Exemptions last claim: Find patients with an NHS Exemption recorded on their last NHS claim, with options to select specific exemptions or to leave all options blank to search for any exemption - NHS practices only.
• NHS Number: Find patients with an NHS number matching the entered NHS number - NHS England, Wales and Northern Ireland only.
• No entry in 'CHI Number': Find patients without a CHI Number - NHS Scotland only.

Custom Screen

• Custom screen charting: Find patients with records saved on the selected custom screen, with the option to select the custom screen.
• Custom screen medical questionnaire: Find patients with medical history options ticked from the selectable options on the custom screen medical questionnaire.
• Custom screen patient tab 1: Find patients with options ticked from the available options on the custom screen displayed on tab 1 of the patient record.
• Custom screen patient tab 2: Find patients with options ticked from the available options on the custom screen displayed on tab 2 of the patient record.