Is there an automatic way to inactivate all patients who have not been here in over 5 years?
If so, is there a way to do it that will leave patients with balances still active?
Thanks in advance.
If you use the bulk method below it will be for "all" and you will add the
user code "i". Not a way to single out a year span.
This can be done through the Add / Delete User codes utility.
1. MAKE CERTAIN THE OFFICE HAS A VALID RECENT BACKUP.
2. Close SOFTDENT Software on ALL machines.
3. Open SoftDent Utilities on the server.
4. Click Maintenance.
5. Select Add / Delete User Codes. The Add or Delete User Codes screen is
6. Enter the desired user code into the field labeled "ADD".
7. Select the data type to which the user codes will be applied. To apply
the user code to only accounts, remove the check from "Patient Data" and
8. Click Apply to add the user code. Allow the utility to complete.
9. Click OK on the "Operation Complete" dialog.
10. Close the Add or Delete User Codes screen.
Or you can target those patient one by one:
Inactivating Patients in Versions 12.0 and Higher
1. Open the information screen for the patient that is to be inactivated.
2. Check "Inactive" in the bottom left corner of the patient's
3. Click OK to save the changes.
4. Close the patient information screen.
David McCrory| Technical Support Analyst
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Unfortunately there is no way to inactivate a bulk of patients. However, you can run a last visit report via reports>>patient>>last visit and use the results as a cross reference in order to determine who needs to be inactivated.
It seems that no one has ever been inactivated in our system unless the patient directly told us they were no longer coming to our office. I've got 2000+ patients to inactivate!
I ran a report showing me who to inactivate. Rather than printing the report out, I had it "print" to Contact Expert. I can select each patient, press 'p' to open up the Patient Info screen to inactivate the patient, and then when I return to Contact Expert, I delete that entry. That way I can work on this when I have idle moments without losing track of where I am.
I thought I'd mention that process in case someone else might find it useful.
We use the Contact Expert for treatment plans but that's another great way without having a lot of paper sitting around while you are going through the task at hand. Thanks for sharing!!
Yes Brenda. Great tip about the contact expert. Although not a way to inactivate a bulk of patients, it IS a great way to lump them altogether in order to inactive them individually.
When/if you inactivate patients and/or accounts with active balances, make sure you change the settings when you run your accounts receivables and accountant statements at the end of the month regarding exclusion of "I" for the report setup. You would not want to exclude those balances in any of the reports needed to help collect those funds!
We had the same thing happen in our office - we recently decided to go paperless. The good thing as after you run the correct report, all you have to do is go in and change the status - I know this sounds tedious but I was able to finish it by myself in less than a week in between patients. I've been cleaning up ALL of our status field since we are paperless to be sure no one has fallen through the cracks. Your front office can get this knocked out in between phone calls and check ins