Dental Intelligence offers two Patient Finder tools: one Patient Finder in the Engagement Module and another Patient Finder in the Analytics Module. The functionality between these tools is different.
This article explains the Analytics Patient Finder functionality and is part of the Analytics Module. The Analytics Patient Finder is only accessible from the Analytics-Only portal.
The Analytics Patient Finder is one of the most powerful tools in Dental Intelligence — it lets you filter your entire patient population by dozens of criteria and then take action directly from the results. This article walks through the most common real-world workflows using task-based "filter recipes" so you can get to the right list fast.
Watch the short video below for a brief overview of the Patient Finder tool and learn how you can start implementing Patient Finder lists in your practice today!
How the Patient Finder Works
Access the Patient Finder from your left side menu in the Analytics-Only portal by hovering over the Patients icon and then clicking on Patient Finder.
Understanding Filters & Definitions
The Patient Finder tool has an array of filters that can be applied to your patient base to find a specific group of patients. These filters can help simplify the scheduling process by identifying opportunity that might otherwise go unnoticed.
Learn more about Patient Finder filters and definitions here.
Create, Customize List View, & Export Custom Lists
Using filters, you can identify specific lists of patients which will save you tons of time when making outbound attempts to schedule or connect with patients. Add filters to your patient base to narrow down what types of patients are the most valuable, adjust the data columns shown, then export and save the lists directly to your computer when you need to use them to verify data elsewhere. Determining these patients has been simplified through our Patient Finder tool.
Learn more about using Patient Finder lists:
Common Patient Finder Filter Recipes
Recipe 1: Find Overdue Hygiene Patients
Goal | Pull a list of patients who are due or overdue for a hygiene appointment and have no future visit scheduled — your recall outreach list. |
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Result | A filtered list of patients who are overdue for hygiene with no future appointment — ready for outreach. |
💡 Tip | Sort results by Hygiene Due (oldest first) to prioritize the most overdue patients. |
Recipe 2: Find Patients with Unscheduled Treatment
Goal | Identify patients who have accepted or open treatment plans in your PMS but haven't scheduled the work yet. |
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Result | A list of patients with open treatment who haven't scheduled — your highest-value production opportunity list. |
💡 Tip | Create Follow Up Tasks directly from this list so coordinators can track outreach attempts and outcomes. |
Recipe 3: Filter by Insurance Carrier
Goal | Pull a list of patients by their primary insurance plan — useful for eligibility outreach, plan-specific campaigns, or identifying patients whose coverage may be changing. |
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Result | A targeted list of patients by insurance carrier — ready for eligibility verification, benefit reminders, or other campaigns.
Important: You cannot send emails, text messages, or check patient eligibility from the Analytics-Only portal. If you are a full bundle customer, you can import your Analytics Patient Finder list to the unified portal and contact customers there. Learn more. |
💡 Tip | This filter works especially well combined with Unscheduled Treatment and Primary Insurance Remaining filters. |
Recipe 4: Determine Annual Family Value
Reviewing Annual Family Value will tell you the average annual value of your patients by guarantor. This will provide insight into how much treatment (dollar value) the family has completed and paid for. Learn how to determine annual family value here.
Note for Dentrix Enterprise users: Dentrix Enterprise is unable to show negative Account Balances in Analytics Patient Finder.
Troubleshooting
Patient is not appearing in Patient Finder
This is the most common issue reported. Work through these checks in order:
Check Patient Status filter: If your Patient Status filter is set to Active, patients marked as inactive in your PMS won't appear on your list.
Check your PMS sync: Patient Finder pulls from your most recent sync. If the patient was added or updated in your PMS recently, they may not appear until the next sync runs (typically nightly).
Verify the patient exists in your PMS: Search for the patient by name in your PMS directly. If they don't exist there, they won't be in the Patient Finder.
Check if the patient is in Engagement vs. Analytics: The Analytics Patient Finder and the Engagement Patient Finder define active patients differently. A patient visible in one may not appear in the other.
If you've checked all of the above and the patient still doesn't appear: Contact our support team with the patient's full name, date of birth, and their PMS ID so the team can investigate the sync record.
Filter returns zero results or an error
Try removing filters one at a time to identify which combination is causing the empty state — very restrictive filter stacks can result in zero matches even when patients exist.
Date ranges that are too narrow (e.g., Last Hygiene Visit: last 7 days) often return zero results — widen the range.
If you see an error message (not just no results), try clearing your browser cache and reloading the page. If the error persists, contact support.
Filters are case-sensitive for some fields (like insurance carrier name) — make sure the spelling matches exactly what's in your PMS.
List column I need isn't showing
Use the Edit Table button (top right of the list results) to add or remove columns from your view.
Columns you add are saved per-user for that session but may reset — save your preferred column set if available.