Dentrix broken appointment report — how to pull it, filter it, and actually use it
Step-by-step guide to extracting the list that actually matters. Most Dentrix users pull the wrong report.
The right report is not 'Broken Appointments'
Dentrix ships a 'Broken Appointments' report in Reports → Appointments. Most practice managers pull it, sort by date, and walk away frustrated — it's noisy, mixes same-day cancellations with no-shows, and doesn't flag patients who've missed multiple. The report you actually want is Appointment Book → Appointment Status Report filtered on Status = Broken AND Date range = last 90 days AND Sort by Patient, descending count.
Step-by-step: pulling the actionable list
1. Open Dentrix Office Manager. 2. Reports → Lists → Appointment Status Report. 3. Filters: - Date Range: today-90d to today-7d (excludes recent ones that may still reschedule) - Appointment Status: Broken (check only this box; uncheck Cancelled, No-Show, Kept) - Provider: all - Operatory: all 4. Output: Preview, then Export to CSV. 5. Open CSV in Excel. Sort by Patient Last Name, then count broken appointments per patient. 6. The list to call back: patients with 1 broken appt in the 60-90 day window AND no scheduled future appointment.
Why 60-90 days is the sweet spot
Patients broken 0-60 days ago typically reschedule themselves if they're motivated. Beyond 90 days, they've usually drifted to another practice or stopped caring. The 60-90 day window is when a well-timed call produces the highest conversion. Industry data: A1 segment (0-60d) converts ~25-35%; A2 (60-180d) converts ~12-18%. The sweet spot inside A2 is the 60-90d slice.
Exporting to your reactivation tool
Save the Dentrix export as a CSV. Fields usually include: first name, last name, email (if captured), phone, last appointment date, broken appointment date, provider. Rename the file to `reactivation-{date}.csv`. Most reactivation tools accept this format directly.
If you use [usdpr.](/)the CSV importer auto-detects Dentrix field names. Direct Dentrix REST sync is scaffolded (ready Q2-Q3 2026).
Automating this workflow
Manual Dentrix exports eat 30-60 minutes per week. Tools like [usdpr.](/) automate the export + segment the list by A1/A2/B1/B2/B3 windows + run a 5-touch reactivation sequence. [Run your practice's numbers on the ROI calculator](/calculator.html).
Frequently asked
Does Dentrix have a reactivation report built in?
Dentrix has 'Continuing Care Appointments' which identifies patients overdue for recall, but does NOT distinguish by lapse window (you'll get a patient 30-day overdue AND a patient 2-year overdue in the same list). Manual sorting required.
Can I automate the Dentrix broken-appointment export?
Dentrix Enterprise has a REST API (partner program required). Dentrix G7/G8 export is Excel/CSV manual. Scheduled SQL backups work if you have database access.
What's the difference between Broken and No-Show in Dentrix?
Broken = patient cancelled on short notice (often same day). No-Show = patient didn't arrive and didn't call. Both are leads for reactivation. Cancelled (= patient rescheduled into another slot) is NOT.
Want to put this on autopilot?
The 5-touch reactivation sequence runs end-to-end in [usdpr.](/) — pre-written templates, reply-intent AI, TCPA rate limits enforced in code. 14-day free trial, no card.