How to export your schedule from ChiroTouch

Why chiropractic exports need a wider window

In many practices, a cancelled visit is one lost appointment. In chiropractic, it's often part of a pattern. Patients on active care plans are seen frequently, and the first sign of a patient falling away is usually a missed or cancelled visit that never gets rebooked.

That means your export should cover enough history to see patterns, not just yesterday. A practical window is the last 60 days and the next 30. That's long enough to see each patient's recent visit rhythm and spot anyone whose visits stopped.

Finding the right report in ChiroTouch

ChiroTouch includes a reports area with appointment and scheduling reports. Which ones you see depends on your version, whether you use the cloud product or an installed version, and your user permissions. Rather than give you a path that may not match your screen, here is how to choose:

1. Open the reports area and look for reports about appointments or the schedule over a date range.
2. Run the candidate for one week and check that it shows one appointment per row with date and time on each row.
3. Check for status. Missed, cancelled and rescheduled visits need to be in the file.
4. Check for provider, appointment type and a phone number.
5. Look for an export option to Excel or CSV. If the report only prints, try another report or ask support.
6. Once you've found the right one, note its name and settings so the export is identical every day.

Questions for ChiroTouch support

• "Which report lists all appointments in a date range, including missed and cancelled ones, one per row?"
• "Can it be exported to Excel or CSV in our version, and how?"
• "Is there a report of patients who have no future appointments?"
• "What user permission do we need to run these reports?"

Building a 'falling off care' list from the export

Even if your version doesn't have a ready-made report of patients without future visits, a schedule export lets you build one in a few minutes:

1. Export appointments for the last 60 days and the next 30.
2. In the spreadsheet, list each patient once with their last attended visit and their next scheduled visit.
3. Filter to patients who attended at least once in the last 30 days and have no next visit.
4. Highlight those whose most recent appointment was missed or cancelled. They are the most likely to be drifting.
5. Review the list with the doctor, who can mark patients who were released from care on purpose.

Three patterns worth watching

Once you have a few weeks of exports, look beyond individual patients to the shape of the schedule.

• Visit frequency stepping down. A patient booked three times a week who drops to once, then misses, is often on the way out. Sorting each patient's visits by date makes the step-down obvious.
• Day-of-week gaps. Many chiropractic offices see heavy Mondays and thin Thursday afternoons. Counting open time and cancellations by weekday shows where a waitlist or short-notice offers would help most.
• Cancellations clustered around care plan milestones. If cancellations bunch up near re-exams or when a plan's visits are nearly used, that's a signal to check in with patients before that point, not after.

Illustrative math for a one-doctor office

These numbers are illustrative. A one-doctor chiropractic office sees about 120 visits a week. Its export shows 35 patients who were seen in the last 30 days and have nothing booked ahead, and 14 of them missed or cancelled their most recent appointment.

Say an average visit is worth $65 and a patient on an active plan would typically have eight more visits. If outreach brings back 10 of the 35 for those remaining visits, that's 80 visits, about $5,200. Add a few same-week cancellations refilled each week, and the daily export pays for itself many times over.

Keep it lean and secure

• Leave out SOAP notes, diagnoses and free-text appointment notes. Status and visit type are enough.
• Export only from a practice workstation.
• Upload only to a vendor that has signed a Business Associate Agreement, through its secure upload.
• Delete local copies after upload.