This guide helps you decide who may need contact and who does not. You will finish with a clear next step for appropriate follow-ups, without treating every missing booking as unfinished care.
Open the report with the right scope
Go to Reports → Unscheduled Patient Report (Last Visit). Staff can see their own report; reviewing all staff requires the access Jane describes as Full Access or Administrator / All Billing.
The default report uses each staff member's last appointment with a patient. Someone who sees more than one practitioner may therefore appear more than once. Switch on Last Visit to Clinic Only when your question is about their most recent appointment anywhere in the clinic.
Choose the scope before making a contact list. A patient without another appointment with one practitioner may already have a booking with another. Jane's Unscheduled Patient Report guide explains the staff and clinic views.
Choose a last-visit window
Use one of these filters:
- Days Since Last Visit for a look-back window relative to today.
- Date Range for a specific period you want to review.
They are alternatives; Jane does not apply them together. Choose a window that fits the type of care and the care team's follow-up instructions. There is no single overdue interval that fits every patient.
Check Any State as well. It can include arrived appointments, cancellations and no-shows. If you want people who attended a visit, choose Arrived. Jane excludes discharged and deceased patients from this report, but a row still does not prove that further care is needed.
The Any Status filter concerns return-visit reminders: due, sent or not set. It does not describe whether the patient's treatment is complete.
Open Patient Profile → Appointments → View All. Confirm the latest appointment and any future bookings. Then ask the appropriate care team member whether follow-up is indicated, and check the patient's contact preferences.
| What the record tells you | Next step |
|---|
| More care is indicated and the patient has agreed to follow-up | Assign contact to one person using the agreed channel |
| The care plan or reason for stopping is unclear | Ask the care team before making contact |
| Care is complete, contact is declined, or no follow-up is needed | Record that decision in the approved patient record |
| Another appointment is already booked | Check whether any action remains; avoid duplicate outreach |
Keep patient names, contact details and clinical notes in your clinic's approved system. A spreadsheet with initials or record links can still identify patients. The old POC spreadsheet download is no longer part of this guide; these report steps do not require a public template.
Invented example: one patient's last visit was six weeks ago with no future booking. The care team confirms that a follow-up was recommended and the patient agreed to be contacted, so the coordinator calls through the agreed channel and records the result. A second patient on the same list completed their plan; the record says no contact is needed, and the team leaves it there.
Give appropriate follow-up an owner
Record the person responsible, the next step and a review date. After contact, record what actually happened: no contact needed, asked to call later, contact attempted, or visit booked. Booking a visit does not show that it was attended or that a plan of care was completed.
If your team uses Jane's Return Visit Reminders, set the Suggested Date for the next visit and the Reminder Date for contact. Automatic reminder emails require Jane's Thrive plan; other teams can use the report to manage manual follow-up. Follow Jane's Return Visit Reminders guide for setup and the rules that prevent a reminder when a future visit is already booked.
Finish with an appropriate next step for each reviewed patient. A decision that no contact is needed is useful too; it keeps the team focused on the people who need their help. Bring unresolved follow-ups to your weekly Jane.app review and start the next review with the previous action's outcome rather than building another unchecked list.
Sources
Jane report and reminder instructions checked October 2, 2026:
The decision table is Caretrics' editorial guidance. This report identifies a booking state; it does not measure completion of a clinical plan of care.
Rob SaricCo-founder & CEO at Caretrics