If you need to find out which patients have account credit (also known as a "credit balance") on file, you can grab that information with a data export!
Find patients with account credit
☝️Note: This function requires a data export, and will only be available to administrators.
You'll want to run a data export for patients. Head to Settings, and then Data exports:
Select "patients" as the type of data to export, and select your date range. If you're looking to see a list of everyone who has credit, you'll want to select "Any time" to "Any time":
Click the Export data button, and your file will be generated.
☝️Note: Depending on how much data is in your export, it might take a few minutes to generate! You don't need to stay on this page while you wait—you can navigate to somewhere else, and then come back here.
Once your file is ready, click the Download button:
This will download the file to your computer (it will have a name like
Patients-Cliniko-20180123.csv). It will be in a CSV format, which means it can be opened in most spreadsheet-reading programs (such as Excel).
When you open the file, you'll want to look for column AL, which is titled "Unapplied Account Credit" (you'll probably need to scroll to the right within the spreadsheet to find it):
If a patient has an existing account credit of any amount, it'll show up in that column.
You'll wan't to use your spreadsheet program's filtering tools to "hide" any blank rows, as this will make it easier to see a consolidated list! The tools will be slightly different based on which program you're using, but below is a quick video of how it would work in Excel:
In Excel, you would want to click the "Data" menu, and then the "Filter" tool (which is a little funnel-shaped icon). You can then untick "Blanks" or "zeroes" and as you can see from the video above, that removes any rows that don't have credit. That will be your list! 👌
☝️Note: The amount of credit you'll see is the amount they have right now—it won't display how much they had originally, or how much has been used over time. It's simply a snapshot of who has credit and how much credit they have on file at this point in time.
There are a lot of other handy patient-related reports you can grab, as well—such as who has cancelled or missed their appointment, who has spent the most, and even who doesn't have anything booked in the future. Check out the full range of reporting options here! 📊
🚨IMPORTANT: If you plan to filter your results in a spreadsheet tool (such as Excel, Numbers, Google Sheets, etc.), make sure to delete the filtered rows if you're providing the file to someone else. Filtering by itself does not delete any information—it simply hides it from the current view.