The Care Notes Tracker report is used to track the clinical care notes added to the patient chart. This report can be run at the end of the day to see if the provider has missed out on adding care notes against the codes completed on that day and can be used to track the status of care notes added.
This report shows real-time data and has 4 different views:
- Missed Patients (Patients who had an appointment but no care note added against the appointment date)
- Care Notes added against codes
- Care Notes added against conditions
- Unlinked Care Notes (Care Notes added to the patient chart and not linked to codes or conditions).
The report has the ability to show all the completed codes with D.O.S. on the selected date range, the code details, and the status of the care notes added against these codes. The report shows a blank status if no care note was added against these codes.
Competitor Reports
- Patient Note Report (Dentrix)
- Incomplete Procedure Notes Report (Open Dental).
Use Cases
- Track clinical notes that have been added against patients.
- Identify patients with a visit but no care note added for the appointment date.
- Identify completed codes with no linked care notes.
Let's get started!
- Navigate to the System Menu > select Operational Reports under Insights.
- Click the + icon on the left or the Generate Report button on the right for the chosen report.
Explore below to learn more about the desired views, filter criteria, and results.
The Missed Patients View of the Care Notes Tracker lists patients who have had an appointment in the selected date range but do not have a Care Note added on the day of the appointment.
The detailed view of the report will show the following columns.
| No | Filters | Description |
|---|---|---|
| 1 | Care Notes For* | For Missed Patients, the report will show all appointments that the patient had but no care note added against the appointment date. |
| 2 | Appointment Date* |
The Care Notes tracker report is dated by the Appt. Date for this view. The date range can be selected for a maximum of 3 months. *By default, the date range will be Today. |
| 3 | Appointment Location* |
Select the location(s) to focus the report on the Appointment location(s). *By default, the location will be the user’s default location. |
| 4 | Primary Appointment Provider | Select the provider(s) to focus the report on the selected appointment providers. |
| 5 | Appointment Status | Select the appointment status to focus the report on. |
| 6 | Codes | Select codes to focus the report on. |
Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.
Generation/Download Criteria
- Due to data volume, reports with more than 1 Treatment Location or a date range exceeding 1 Month cannot be generated on-screen.
- Reports meeting these criteria will be accessible in the Scheduled Downloads section.
Result - Missed Patients View
Now, let's take a look at the results of the Care Notes Tracker Report (Missed Patients View).
- Patient ID: The system-assigned number used to identify this patient and their records. On clicking on the Patient ID, the user is taken to the patient's clinical page.
- Patient Name: The name of the patient.
- Appt. Date: The date of the appointment if the procedure code is/was linked to an appointment.
- Appt Time: The time for which the appointment was scheduled to take place.
- Appt. Provider: The short name of the primary provider assigned to the appointment if the procedure code was linked to an appointment.
- Appt Prod Type: The type of production associated with this appointment.
- Appt Status: The current status of the appointment.
- Codes: The treatment procedures linked to the appointment.
The Codes View of the Care Notes Tracker report shows all codes added in the patient's chart and the corresponding care note information if any care note is linked to the code.
Let's explore the filters:
| No | Filters | Description |
|---|---|---|
| 1 | Care Notes For* | For codes, the report will show all codes added to the patient's chart and show the corresponding care note information if any care note is linked to the code. |
| 2 | Date As* | For Codes, the Date As options include Date of Service, Added Date, or Care Note Date. |
| 3 | Date Range* |
The Care Notes tracker report is dated by the selection on the Date As filter. The date range can be selected for a maximum of 1 year. *By default, the date range will be Today. |
| 4 | Location As* | For Codes, the Location As options include Tx location and Care Note Location. |
| 5 | Location* |
Select the location(s) to focus the report on the treatment location(s). *By default, the location will be the user’s default location. |
| 6 | Tx. Provider | Choose whether to focus your report on the selected treatment provider(s). |
| 7 | Appt. Provider | Select the provider(s) to focus the report on the selected appointment providers linked to the code. |
| 8 | Care Note Provider | Select the provider(s) to focus the report on the selected care note provider(s). |
| 9 | Care Note Status | Select the care note status to focus the report on. |
| 10 | Show Completed Codes Only | Select this option to filter and show only completed codes and the care notes against them in this report. |
Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.
Generation/Download Criteria
- Due to data volume, reports with more than 1 Treatment Location and a date range exceeding 1 month cannot be generated on-screen.
- Reports meeting these criteria will be accessible in the Scheduled Downloads section.
Result - Codes View
Now, let's take a look at the results of the Care Note Tracker (Codes View).
- Patient ID: The system-assigned number used to identify this patient and their records. On clicking on the Patient ID, the user is taken to the patient's clinical page.
- Patient Name: The name of the patient.
- Code: The procedure code that was added or completed against which the care note, if any, is added.
- D.O.S: The date of service of the procedure code.
- Tx. Location: The short name of the treatment location of the procedure code.
- Tx. Provider: The short name of the treatment provider of the procedure code.
- Appt. Date: The date of the appointment if the procedure code is/was linked to an appointment.
- Appt. Provider: The short name of the primary provider assigned to the appointment if the procedure code was linked to an appointment.
- Code Status: The current status of the procedure code.
- Template: The name of the care note template added.
- Note Date: The date specified in the linked care note.
- Note Provider: The short name of the provider who is listed in the linked care note.
- Assignee: The name of the user designated as the assignee in the linked care note.
- Note Location: The short name of the location listed in the linked care note.
- Status: The status of the care note added. If no care note is added against a code/condition, it will be blank.
- Merged: This field shows if the care note was merged. If merged, it shows "Yes"; if not, it shows "No". If no care note is added, it will be blank.
The Condition View of the Care Notes Tracker report shows all conditions with any care notes linked against them.
The detailed view of the report will display the following columns.
| No | Filters | Description |
|---|---|---|
| 1 | Care Notes For* | For conditions, the report will show conditions with care notes linked to it. |
| 2 | Date As* |
For Conditions, the Date As options include Added Date or Care Note Date. *The Added Date would be the date the code/condition is added to the patient chart. *The Care Note Date is the date specified in the care note. |
| 3 | Date Range* |
The care notes tracker report is dated by the selection in the Date As filter. The date range can be selected for a maximum of 3 months. *By default, the date range will be Today. |
| 4 | Location As* | For Conditions, the Location As options include condition location and Care Note Location. |
| 5 | Location* |
Select the location(s) to focus the report on the treatment location(s). *By default, the location will be the user’s default location. |
| 6 | Condition (Cn) Provider | Select the provider(s) to focus the report on the selected condition provider(s). |
| 7 | Care Note Provider | Select the provider(s) to focus the report on the selected care note provider(s). |
| 8 | Care Note Status | Select the care note status to focus the report on. If no care note is added, then the status will be blank. |
Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.
Generation/Download Criteria
- Due to data volume, reports with more than 1 Treatment Location and/or a date range exceeding 1 Month cannot be generated on-screen.
- Reports meeting these criteria will be accessible in the Scheduled Downloads section.
Result - Conditions View
Now, let's take a look at the results of the Care Notes Tracker Report (Conditions View).
- Patient ID: The system-assigned number used to identify this patient and their records. On clicking on the Patient ID, the user is taken to the patient's clinical page.
- Patient Name: The name of the patient.
- Conditions: The condition that was added against which the care note is added.
- Added Date: The date the code or condition is added to the patient chart.
- Cn. Location: The short name of the location tagged against the condition.
- Cn. Provider: The short name of the provider tagged against the condition.
- Template: The name of the care note template added.
- Note Date: The date specified in the linked care note.
- Note Provider: The short name of the provider who is listed in the linked care note.
- Assignee: The name of the user designated as the assignee in the linked care note.
- Note Location: The short name of the location listed in the linked care note.
- Status: The status of the care note added. If no care note is added against a code/condition, it will be blank.
- Merged: This field shows if the care note was merged. If merged, it shows "Yes"; if not, it shows "No". If no care note is added, it will be blank.
The Unlinked View of the Care Notes Tracker report shows any care note that is not linked to codes or conditions.
The detailed view of the report will display the following columns.
| No | Filters | Description |
|---|---|---|
| 1 | Care Notes For* | For Unlinked, the report will show all care notes added to the patient's chart that are not linked to a code. |
| 2 | Date range* |
The Care Notes tracker report is dated by the Care Note Date. The date range can be selected for a maximum of 3 months. *By default, the date range will be Today. |
| 3 | Care Note Location* |
Select the location(s) to focus the report on the Care Note location(s). *By default, the location will be the user’s default location. |
| 4 | Care Note Provider | Select the provider(s) to focus the report on the selected care note provider(s). |
| 5 | Care Note Status | Select the care note status to focus the report on. If no care note is added, then the status will be blank. |
Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.
Generation/Download Criteria
- Due to data volume, reports with more than 1 Treatment Location or a date range exceeding 1 Month cannot be generated on-screen.
- Reports meeting these criteria will be accessible in the Scheduled Downloads section.
Result - Unlinked View
Now, let's take a look at the results of the Care Notes Tracker Report (Unlinked View).
- Patient ID: The system-assigned number used to identify this patient and their records. On clicking on the Patient ID, the user is taken to the patient's clinical page.
- Patient Name: The name of the patient.
- Note Date: The date specified in the linked care note.
- Note Provider: The short name of the provider who is listed in the linked care note.
- Assignee: The name of the user designated as the assignee in the linked care note.
- Note Location: The short name of the location listed in the linked care note.
- Note Status: The status of the care note added. If no care note is added against a code/condition, it will be blank.
- Merged: This field shows if the care note was merged. If merged, it shows 'Yes'; if not, it shows 'No'. If no care note is added, it will be blank.
If users in your practice cannot use this report, please ensure that the relevant permissions are enabled.
To enable Permissions for the Care Notes Tracker Report:
- Navigate to the System Menu > Practice Settings > Administration > Profiles.
- Click Manage Permissions for the intended profile.
- Select Insights.
- Select the Generate Care Notes Tracker Report option under Operational Reports to enable the permission.
- Click Save.
- On the Confirm Action modal that appears, click Yes to proceed.
- A toast notification appears on the top right stating, 'Profile updated successfully'.
Practices can use this comprehensive guide to efficiently generate reports, explore various use cases, and apply the necessary filter criteria to generate the desired report. Following this guide will help you create reports quickly, understand the different views available, and customize reports to meet specific needs.
Click here to explore the complete list of permissions and their descriptions.