Drip campaigns in TrackStat are powerful automated messaging sequences that help you nurture patient relationships, improve retention, and drive re-engagement without manual effort. By sending timely, personalized text or email messages based on triggers, timelines, or patient behaviors, you can maintain consistent communication that feels thoughtful and relevant.
This article explains what drip campaigns are used for, how to leverage TrackStat's filters for precise targeting, and step-by-step guidance to set them up effectively.
What Are Drip Campaigns Used For?
Drip campaigns automate ongoing patient outreach to support key practice goals like retention, education, and reactivation. Common examples in TrackStat include:
Happy Birthday Messages - Celebrate patients on their special day to build loyalty.
Missed Appointments - Automatically reach out to see if patient's can still make it to their appointment today and reschedule no-shows.
New Patient Welcome Series - Send a sequence about your practice, what to expect, and initial care tips.
Patient Education Series - Deliver value through ongoing tips (e.g., posture advice for chiropractic patients).
Reactivation or No Conversion Campaigns - Re-engage lapsed patients who haven't visited in a specific number of weeks or months.
Anniversary Messages – Recognize milestones based on visit count to encourage return visits.
These campaigns reduce drop-off rates, boost return visits, and enhance patient satisfaction through timely, multi-channel (text and email) communication.
How Can Filters Be Used to Create Effective Campaigns?
TrackStat’s advanced primary and secondary filters let you build highly targeted audiences so your drip campaigns reach the right patients at the right time. Filters draw from patient data from your EHR.
Best Practices for Filters:
Combine primary filters (e.g., "Last Visit Date - Checked In" "In Last 6 - 9 Months") with secondary ones (e.g., "Active" AND "Total Paid" AND "Insurance" AND "Age") for precision.
Avoid overly broad segments to prevent message fatigue - start narrow and expand based on performance.
Use filters dynamically so audiences update automatically as patient data changes.
Creating a new Drip Campaign
Click the Marketing Campaigns (megaphone) icon in the side menu.
Click on Drip Campaigns
Click on yellow + Add Campaign button in top right corner
Type campaign name in the box (be descriptive to differentiate if from other campaigns)
Click Next button in bottom right corner or click Step 2 Audience Filter
Select Primary and Secondary audience (patient) filters. See detail below for options. A minimum of 2 filters is required to narrow the audience (list of patients). Keep in mind that the audience should be congruent with the message being sent. For example, messages related to pediatric patients would not usually be sent to patients between 60-80 years of age. Similarly weight loss messages would not usually be sent to patients between 0-10 years of age. This is critical as sending messages to the "wrong" patients will frequently get your messages marked as spam or blocked and will severely hurt your deliverability of messages in the future and could get your texting or email account shut down permanently.
After primary and secondary filters have been selected, click the blue Next box in the bottom right corner or click on Step 3 Message/Schedule
Click the blue + Add Message button
Click the yellow + New Message button to create a new text or email message or select a previously created message from the list of folders.
Select timing (day of the week and send times).
Slide the toggle switch in the upper right corner to Campaign ON (will be green) to enable the campaign and start sending messages based on the scheduled days and times.
Slide the toggle switch in the upper right corner to Campaign OFF to disable the campaign and stop sending messages.
Primary Filters include the following options. Select one from the drop down list.
Last Visit Date - Checked In
Scheduled Appointment
First Visit Date
Missed An Appointment
Birthday
Anniversary
Additional options for each Primary Filter are below.
Last Visit Date - Checked In:
Today
Yesterday
In Last 7 Days
In Last 30 Days
In Last 7 - 14 Days
In Last 15 - 30 Days
In Last 31 - 60 Days
In Last 61 - 90 Days
In Last 91 - 120 Days
In Last 121 - 180 Days
In Last 6 - 9 Months
In Last 9 - 12 Months
In Last 13 - 16 Months
In Last 1 Year
In Last 2 Years
In Last 3 Years
Scheduled Appointment:
Today (30 minutes, 1 hour or 2 hours after appointment time)
Yesterday
In Last 7 Days
In Last 30 Days
In Last 7 - 14 Days
In Last 15 - 30 Days
In Last 31 - 60 Days
In Last 61 - 90 Days
In Last 91 - 120 Days
In Last 121 - 180 Days
In Last 6 - 9 Months
In Last 9 - 12 Months
In Last 13 - 16 Months
In Last 1 Year
In Last 2 Years
In Last 3 Years
First Visit Date:
Yesterday
In Last 7 Days
In Last 30 Days
In Last 90 Days
In Last 6 Months
In Last 12 Months
In Last 2 Years
Missed An Appointment:
After Sync (This option will check EHR every 3 hours and will send messages to appointments that have not been checked in.)
Today (15 minutes, 20 minutes, 25 minutes, 30 minutes, 1 hour or 2 hours after appointment time). Today is the recommended option for missed appointment messages.
Yesterday
In Last 7 Days
In Last 30 Days
Secondary Filters include the following options. Select multiple filters to refine your list and be very specific or selective. Use these filters to fine-tune your audience and ensure messages reach the right patients.
Tags
Active/Inactive
Age
Has Future Appointment (Yes/No)
Appointment Purpose
Total Visits Per Case (1 - 50, 100)
Attorney
Care Package
Case Types (ChiroTouch EHR only)
Diagnosis
Fee Schedule
Insurance Company
Paid - Total
Provider - Appointment
Provider - Primary
Referral Source
Services/CPT Code
Sex
Address - City
Address - State
Address - Zip Code
Use the Exclude from new drip campaign for time frame to exclude patients for a specific period after they receive a drip campaign message. Patients will be excluded from the drip campaign for the selected time frame (15 days, 30 days, 60 days, 90 days, 120 days, 6 months or 1 year) and will only be included in the drip again after the selected exclusion time period and if the patient still meets the other selected filter criteria. Exclude from new drip campaign for option is only available with the following primary filters: Last Visit Date - Checked In and Scheduled Appointment.
Watch Drip Campaign Video
FAQs About Drip Campaigns
Can I use tags to exclude patients from drip campaigns?
Yes, tags are a powerful way to prevent certain patients from being sent the message. Specific groups of patients can be excluded from the campaign by clicking the box next to each tag until a red minus sign (-) is visible in the box. For example, exclude patients with the following tags:
not qualified
moved
deceased
prn as needed
Why Can’t I See New Appointment Purposes in TrackStat?
Appointment purposes will only appear in TrackStat after they are used for the first time in your EMR/EHR system (e.g., ChiroTouch or ClinicMind).
How Do I Find and Exclude Patients Opted Out of Marketing?
For ChiroTouch users:
Go to the Front Desk app.
Click Billing Statements & Reports > Labels/Lists.
In the dropdown, select Patient List.
Under Options, select Patient Marketing, tag as “FALSE.”
Generate the list, then assign a tag in TrackStat to exclude these patients from campaigns.
Tips for Customizing Campaigns
Can I Send Campaigns to Non-Patients?
No, only patients entered in your EMR/EHR software such as ChiroTouch or ClinicMind can receive messages through TrackStat.
How Can I Create Visually Appealing Emails?
Design graphics using tools like Canva or Adobe Creative Cloud. Insert the designs as images into your email campaigns for a professional look. Use .png format for best results.
Advanced Campaign Strategies
How Do Goals Work?
Campaign goals automatically pull patients out of the campaign once the goal is met (e.g., scheduling an appointment or clicking a link). This is particularly useful for multi-step campaigns.
How Do I Avoid Repetitive Messaging?
Use exclusions for patients who have already received the message.
Schedule reactivation campaigns base on last visit date to send weekly or monthly instead of daily.
By leveraging these features, you can optimize your patient communication and achieve better engagement with minimal effort.