This guide covers exporting patient lists from Dentrix G6 and later versions for direct mail campaigns—recall postcards, appointment reminders, and reactivation mailings.
What's covered here: Dentrix-specific navigation, filters, and troubleshooting.
For shared information, see the hub article:
Dentrix version: This guide applies to Dentrix G6, G7, and year-based versions (22.x, 23.x, 24.x). For Dentrix Ascend (cloud), see Cloud Version Notes below.
Version Compatibility Matrix#
Dentrix Version | Patient Report Export | List Manager | Word Mail Merge | Notes |
|---|---|---|---|---|
G5 and earlier | Basic | No | Yes | Use Letters & Custom Lists only |
G6 | Full | Yes | Yes | List Manager added |
G7 | Full | Yes | Yes | Current version |
22.x, 23.x, 24.x | Full | Yes | Yes | Year-based naming |
Dentrix Ascend | Yes (Power Reporting) | No | No | Cloud version, different interface |
Finding the Export Function in Dentrix#
Primary method (recommended):
<!-- SCREENSHOT: Dentrix Office Manager main menu with Letters & Custom Lists highlighted -->
Office Manager → Letters & Custom Lists → Misc → Patient Report (by Filters)Open Office Manager (not the main Dentrix window)
Click Letters & Custom Lists in the left panel
Expand Misc category
Select Patient Report (by Filters)
Click Edit to configure filters
Click Open in Excel to export
Alternative methods:
Patient List report: Reports → Lists → Patient List (fewer filter options)
Continuing Care module: For recall-specific exports
List Manager (G6+): Preview and clean data before export
Exporting Patient Lists Step-by-Step#
Step 1: Open Office Manager#
From the main Dentrix window, click the Office Manager icon or navigate via Start menu. The export functions are NOT in the main patient-facing Dentrix interface.
Step 2: Navigate to Patient Report#
Letters & Custom Lists → Misc → Patient Report (by Filters)Step 3: Configure Filters#
<!-- SCREENSHOT: Dentrix filter dialog with recall campaign settings -->
Click Edit to open the filter dialog. Set filters based on your campaign type:
Campaign | Filter Settings |
|---|---|
Recall (overdue) | Letters & Custom Lists → Continuing Care; Due Date range ending today; "Only WITHOUT" scheduled appointments |
Reactivation (6+ months) | Last Visit ending date 6+ months ago; Status = Patient (active) |
New patients | First Visit date range; "Prospective Patients with appointment" |
Birthday | Letters & Custom Lists → Birthday category |
Step 4: Select Fields#
Ensure these fields are included:
Last Name, First Name
Street Address, City, State, Zip
Home Phone (optional, for your records)
Last Visit Date (optional, for segmentation)
Critical: Check "Guarantors Only" if you want one mailing per household (parents, not children).
Step 5: Apply Privacy Filters#
Set "Use Privacy Requests for No Correspondence" to "Applies for Patients or Guarantors" to respect patient opt-out preferences.
Step 6: Export to Excel#
<!-- SCREENSHOT: Dentrix "Open in Excel" button location -->
Click Open in Excel. Dentrix generates an Excel file (.xls or .xlsx).
Step 7: Convert to CSV#
Postmarkr accepts CSV format. In Excel:
File → Save As
Choose location
Change "Save as type" to CSV (Comma delimited)
Click Save
Click "Yes" if prompted about features
Available Export Fields#
Field Name | Description | Use For |
|---|---|---|
Last Name | Patient surname | Required for mail |
First Name | Patient given name | Required for mail |
MI | Middle initial | Optional |
Preferred Name | Nickname | Personalization |
Street Address | Mailing address line 1 | Required for mail |
City | City | Required for mail |
State | State abbreviation | Required for mail |
Zip | ZIP code | Required for mail |
Home Phone | Primary phone | Your records |
Work Phone | Work phone | Your records |
Email address | Multi-channel campaigns | |
Birth Date | DOB | Birthday campaigns |
Last Visit | Most recent appointment | Segmentation |
Guarantor fields | Separate columns for responsible party | Household mailings |
Common Dentrix Export Issues#
"All Patients" Button Causes Errors#
Problem: Clicking "All Patients" throws an error about invalid data.
Cause: Usually an invalid email address or special character in patient records.
Solution: Use filters to narrow the list, or run a data cleanup in Patient Information.
Missing Patients in Export#
Problem: Patients you expect aren't appearing in the export.
Cause: Overly restrictive filter combinations.
Solution: Remove filters one at a time to identify which is excluding patients. Check patient Status (must be "Patient" not "Inactive").
CSV Export Not Available#
Problem: No CSV option in export menu.
Cause: Dentrix exports to Excel natively, not CSV.
Solution: Export to Excel, then Save As → CSV in Excel.
Insufficient Permissions#
Problem: Export options are grayed out or inaccessible.
Cause: Your Dentrix user role lacks necessary security rights.
Solution: Request "Letters, Misc" permission from your Dentrix administrator.
List Manager Not Available#
Problem: Can't find List Manager feature.
Cause: List Manager was added in Dentrix G6.
Solution: If running G5 or earlier, use the standard Letters & Custom Lists → Patient Report method, or upgrade Dentrix.
Dentrix Ascend Cloud Version#
Dentrix Ascend has a different interface than desktop Dentrix.
Navigation:
Home → Power Reporting → Patient List ReportExport steps:
Navigate to Home → Power Reporting
Select Patient List Report or Interactive Report Builder
Click Toggle Edit to customize
Drag fields from Data tab into layout
Set filters in Filters box
Click Export menu → select CSV or XLSX
Key differences from desktop:
No List Manager
No Word mail merge integration
Reports sync every 15 minutes (recent patients may not appear immediately)
Requires Google Chrome
Common issue: Chrome pop-up blockers prevent export dialogs. Click the "Pop-up blocked" icon in address bar and allow pop-ups from dentrixascend.com.
Frequently Asked Questions#
What Dentrix versions support patient list exports?
All versions support some form of export. The List Manager feature (preview before export) requires G6 or later. The basic Patient Report export works in all versions.
Can I save my filter settings for reuse?
Yes. After configuring filters, you can save the report configuration. Next month, load the saved configuration and only update the date range.
How do I export only patients for a specific provider?
In the filter settings, use the Provider dropdown to select a specific dentist or hygienist. This is useful for practices with multiple providers.
What permissions do I need?
You need "Letters, Misc" security rights in Dentrix. Contact your practice administrator or Dentrix administrator if you don't have access.
Upload to Postmarkr#
Your Dentrix export is ready for direct mail.
Before uploading, review:
Ready to send? Upload to Postmarkr →
<!-- VIDEO: Dentrix export walkthrough from Office Manager to CSV file -->
Related Guides#
Sources#
Dentrix Magazine: magazine.dentrix.com
Dentrix Help Documentation
Dentrix Support: 1-800-DENTRIX (336-8749)
This article is for informational purposes only. Marketing strategies should comply with state dental board regulations and HIPAA requirements. Consult with your compliance officer for guidance specific to your practice.