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Report Conversion Statuses

Each report conversion will be assigned one of the following statuses:

Report recently received

Report conversions are given a ‘Report recently received’ status when they are first created.

When patients receive their reports they may need some time to decide whether they want to go ahead with treatment or not, or which treatment they would like to go ahead with. Some patients may require treatments elsewhere before they can be treated at your practice.

When in this status, the following things may occur:

  • the status is updated to Appointment scheduled if an appointment is booked for the patient
  • the status is updated to Awaiting patient if enough time has passed since the report was sent
  • the status is updated to Not converted if a staff member marks the report conversion as ‘Not converted’

Please see the reminders page for more information on when the reminder will be sent to the patient.

Awaiting patient

Once a patient begins receiving reminders, report conversions are given a status of Awaiting patient.

At this point the practice may follow up with the patient to find out if they would like to continue with treatment, or the practice may wait for the automated reminders to be sent to the patient and for the patient to respond.

In this status, the following things may occur:

  • the status is updated to Appointment scheduled if an appointment is booked for the patient
  • another reminder is sent to the patient if enough time has passed since their last reminder was sent
  • the status is updated to Awaiting staff if the patient responds to the reminder requesting feedback from your practice
  • the status is updated to Requires appointment if the patient responds that they want to continue with treatment
  • the status is updated to Not converted if the patient responds that they do not want to continue with treatment
  • the status is updated to Not converted if the patient receives the maximum number of reminders, and hasn’t responded to any of them
  • the status is updated to Not converted if a staff member marks the report conversion as ‘Not converted’

Please see the reminders page for more information on how many reminders are sent, and how frequently they are sent.

Awaiting staff

Report conversions are updated to this status if a patient’s response to a reminder indicates they would like feedback from the practice.

This is a good time to follow up with the patient to clarify any questions they may have.

From this status, the following things may occur:

Requires appointment

Patients who receive reminders, and respond that they would like to continue with treatment will result in the status being updated to Requires appointment.

This is an indication that the patient is now waiting for the practice to book an appointment for them.

When in this status, the following things may occur:

Appointment scheduled

When a report conversion is in any status, and an appointment is booked for the patient, the status will be updated to Appointment scheduled.

At this point it looks promising that your prospective patient will continue with treatment, but treatment hasn’t yet begun.

From this status, the following things may occur:

  • the appointment is cancelled, which will then update the status to a previous status depending on:
    • how many other appointments are scheduled for the patient, and
    • how many reminders have been sent to the patient
  • the status is updated to Not converted if a staff member marks the report conversion as ‘Not converted’

Successfully converted

This status indicates that a patient has now entered treatment, and should be the goal of your practice for the majority of your prospective patients.

A report conversion will always update to this status once a patient has attended an appointment since the date they received the report.

From this status, the following may occur:

  • the status is updated to a previous status if the attended appointment is either cancelled, or marked as a ‘No show’. The resulting status depends on how many reminders the patient has received, and whether the patient has any scheduled or attended appointments

Not continuing with treatment

A report conversion may be updated to this status in a number of ways:

  • staff members mark the report conversion as ‘Not converted’
  • the patient doesn’t respond to any of the automated reminders
  • the patient receives an automated reminder to begin treatment, and then declines

When in this status, the following things may happen:

  • the status is updated to another status when a staff member removes the ‘Not converted’ status. The resulting status depends on how many reminders the patient has received, and whether the patient has any scheduled or attended appointments
  • the status is updated to Appointment scheduled if an appointment is booked for the patient