The client reports

Three reports about your patients, all open to any clinic member. The Patient list and Duplicate patients are about records rather than a stretch of time, so neither uses the shared period picker. Downloading the Patient list CSV is restricted to owners and team members with the Admin role.

Patient list

Every patient, narrowed by a filter panel of its own. The controls mean nothing on any other report, which is why they are not in the shared bar:

• Status. Active patients by default. Archived records retain their history and are excluded unless this filter asks for them.
• Registered from and Registered to. When the record was created.
• Absent since (no visit on or after). Patients who have visited but not on or after that day. A patient who has never attended is new rather than absent and is not in this list.
• Not retained: visited before and ...and not once up to. Needs both dates: a patient who visited before the first date and not once between it and the second.
• Birthday month. For a birthday campaign.
• Email marketing and SMS marketing. Opted in or not opted in.
• How they heard about us. The referral source recorded on the patient. The options are the ones your booking form asks, or the standard ones if you have never saved your own.
• Has had this treatment. Completed appointments only. A treatment that was booked and cancelled was never had.

Visit counts and the last visit are worked out in the database over the patient's whole history, not over the rows on the page, and a multi-treatment visit counts once. This report does not show patient spend.

The page shows the first few hundred matches in surname order and tells you how many matched in total. Export CSV carries the matching records and contact details, up to 50,000 rows. If it says it is truncated, narrow the filters for the rest. Because that export names patients and carries their contact details, downloading it is recorded in your clinic's audit log.

New patients by source

How many new patients arrived each month, by their answer to "How did you hear about us?". It shows twelve months ending with the month the period picker ends in, and Export CSV carries the same table.

• A patient counts in the month their record was created, in clinic time.
• Imported records are left out, because a migration adds a clinic's whole history on one day.
• Your own options are listed first, even at zero. An answer you have since removed from the list still appears, and Not recorded counts new patients with no answer, such as patients added by staff.
• Online booking asks every new patient, once. The answer and any friend's name show on the patient's Demographics card.

Duplicate patients

Records that look like one person entered twice. A pair gets on the list for one of three reasons:

• Same email address, ignoring capitals and spaces around it.
• Same phone number once it is normalised, so 07700 900123 and the same number written with a country code are one number. A field holding fewer than seven digits is not a phone number and never matches.
• Same surname and date of birth. This can find records with different email addresses, but can also pair different people whose surname and full date of birth match. Check before you merge.

• Archived records are never paired: they retain their history but are excluded from active duplicate checks.
• The list is capped, with the strongest evidence first. If you hit the cap, work through those and reload. A clinic with that many duplicates usually has a migration to look at rather than a reporting problem.
• This report changes nothing by itself. Merging is owner-only and happens behind a preview on the patient's own page; owners see a Review and merge link beside each pair that opens that preview. The preview shows what will move and any duplicate items to discard before you confirm deletion of the other record.