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Patient Reports in Dental4Windows

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Patient history audit report, consolidated patient record report, patient communication log/report and recall history report.

Patient History Audit Report

The Patient History Audit Report gathers information based on changes made in the patient's medical history.

In order for the audit trail to record who made the changes, the System Security Level must be set to Personal access (link coming soon).

Run the Report
  1. Go to Patient Records > Patients tab
  2. Find/View menu > Find patient (see link below for more information)
  3. Patient menu > Patient History Audit Report
Info
Search for a Patient
Report Details


Action
Whether the history entry was created, deleted or updated
Value
The data changed in the medical history
Date of change
The date and time the history change was made
Employee/User name
The user ID and the computer the action was performed on

Consolidated Patient Record Report

Gather information from the patient file and collate into a report with a cover sheet that can be used to present or transfer file to specialists and other dental practices. 

  1. Go to Patient Records > Patients tab
  2. Patient menu > Select Consolidated Patient Record Report
  3. Set the report parameters

    1. Patients: always ticked to include the 'Patient Details report', it will use the latest 'Medical History' entry.
      1. Include Patient History Audit: includes audit trail of data entered into the History tab
      2. Include Patient Custom Fields: includes any custom fields you've setup
    2. Perio: tick to include a preview of the patient’s perio chart. Use the dropdown box to select the date which the chart of interest was created on. This option will only appear if the Perio module is activated.
      1. Jaw: Select upper, lower or both jaws
    3. Charting: Select the date which the chart of interest was created on. The feature will only appear if the module is activated and a chart exists.
      1. Normal: Select to view as a 2D chart
      2. 3D: Select to view as a 3D Chart (if activated)
      3. Include Chart Notes: includes the charting notes
    4. Treatment and Financials
      1. Date: specify a date range that narrows the displayed data to that entered within the specified date range
      2. Treatment Plan Notes: includes the Preview Plan Notes report from Treatment Plan tab
      3. Treatment Done: includes the Treatment Done report from the Treatment tab.
      4. Clinical Notes: includes clinical notes from Treatment
        1. Include Non-Reporting Items: includes any items that are marked as non-reporting in the above 3 reports 
        2. Include Non-Treatment Items: include any items and their notes that are marked as non-treatment in the above 3 reports.
        3. Treatment Plan Notes
          1. Standard (Notes only): The report will display the Item numbers with the Notes
          2. Extended (Items with Descriptions & Notes): The report will display the Item numbers and Descriptions with the Notes
            1. Include Items & Notes from Inactive Plan
            2. Include Completed Items & Notes 
    5. Financial: includes the Transaction Summary report from the Receipts tab
      1. Show Fees: shows fees within the Detailed Transaction Summary report
    6. Click OK

With the report open, either use the drop list to move to sections or the arrow icons.

Patient Communication Log/Report

This report will provide a log of SMS communications between the practice and the patient. 

  1. Go to Patient Records > Patients tab
  2. Find/View menu > Select Communication Log
    1. Date Range: Select the period to report on 
    2. Sort Report: Tick how to sort the report

Report Details

The report will generate a list of SMS communications sent and received to and from a patient. 

Recall History Report

The Recall History Report allows user to see when a recall batch was created and the recalls that were sent to a patient.  

The report is available in all tabs within the Patient Records.

  1. Go to Patient Records > Find/View menu
  2. Select Recalls History Report

Recall Batch Date/Time
Date and time recall batch was run that include this patients recall reminder
Recall Batch Name
Name of the batch this patients recall was included in
Provider
Who the patients main provider is
Recall Set
What set this recall is in
Recall Type
What type this recall is 
Recall Date
Date recall is due
Last Letter Sent
Date of last recall letter sent

Treatment Done Report

The Treatment Done report allows users to gather information per patient or per family, if the family is linked in D4W/PSS. 

The report is available from four tabs:

  1. Go to Patient Records >
    1. 2D Charting tab > Charting menu > Treatment Done Report
    2. 3D Charting tab > Charting menu > Treatment Done Report
    3. Treatment Plan tab > Treatment Plan menu > Treatment Done Report
    4. Treatment tab > Treatment menu > Treatment Done Report 
Run the Report 
  1. Access the report from one of the four areas listed above
    1. Date: Select the date range to base this report on
    2. Patients: Select the Patient(s) to base this report on
    3. Include Non-Reporting Items: Tick to include items that are marked as Non-Reporting
    4. Include Non-Treatment Items: Tick to include items that are marked as Non-Treatment
    5. Click OK to view the report, or E-mail to attach the report to an e-mail

Report Details
Treat Date: The date of the completed treatment
Patient Details: The name of the Patient
Prv: The Provider that completed the treatment
Item: The Item, Item Description, Tooth Surface and Tooth ID (where applicable)

Export Treatment Done Report

The Treatment Done Report allows information to be exported to an external text file and can be opened in a spreadsheet (Excel).

Export the Export
  1. In the report preview window, click Export

  2. Select a location to save the file (e.g. Desktop)
  3. Select HTML from the Save as Type drop list
  4. Enter a filename
  5. Click Save   
     
Export Details

The names of the exported fields are not shown, so listed below are each of the fields so they can be matched and added to the spreadsheet manually.

  1. Treatment date
  2. Item
  3. Times
  4. Account ID (if exists; otherwise – EMPTY string)
  5. Fee per item according to the Practice Fees
  6. Fee per item according to appropriate Insurance Plan rebate (if the patient has Insurance Plan; otherwise – ZERO)
  7. Discount as %
  8. Practice Fee Level ID
  9. Insurance Plan Series
  10. Insurance Plan Number
  11. Insurance Company
  12. State code
  13. Patient’s Card No
  14. Surname
  15. First Name
  16. Middle Name
  17. Sex
  18. Address
  19. DOB
  20. Contract Number
  21. Patient category
  22. Provider code
  23. Assistant code

Treatment History by Tooth Report

The Treatment History by Tooth report allows users to gather information on treatment completed, conditions and notes entered in Charting, Treatment Plan and Treatment tab for a single tooth or multiple teeth.

Items must have a Tooth ID entered against them to show on the report. 

  1. Go to Patient Records
    1. 2D/3D Charting tabs > Charting menu > Treatment History by Tooth
    2. Treatment Plan tab > Treatment Plan menu > Treatment History by Tooth
    3. Treatment tab > Treatment menu > Treatment History by Tooth
      1. Enter the tooth / teeth ID

      2. Click OK

        1. Date: The date of the treatment/item
        2. Prv: The Provider associated with the treatment/item
        3. Items: The items entered, including tooth surfaces and numbers
        4. Notes: Any condition charted under treatment required or current condition and any clinical notes entered in Treatment Plan or Treatment Tab’s for items completed

Deleted Treatment Plans Report - Individual Patient

This is an audit trail report that shows any Treatment Plan that has been deleted for the patient who is selected in the patient field and within the report period, along with the items' details. 

InfoTo run the report properly, user must setup security for Delete whole treatment plan.

Run the Report
  1. Patient Records > Treatment Plan tab
  2. Select correct patient from drop down list in Patient field
  3. Treatment Plan menu > Deleted Treatment Plans report
    1. Date: Select the period to base this report on
    2. Staff members: Select the user or <All> to include in the report
    3. Computer: Select the computer or <All> to include in the report
    4. Show deleted users: Tick to include inactive user
    5. Show obsolete computer: Tick to include obsolete computer
    6. Click OK

Report Details

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