Understanding and Using Tags in TrackStat
Tags in TrackStat are powerful tools that help you organize, track, and filter your patients effectively, similar to using filters while shopping online. This article will guide you through the basics of tags, how to use them, and best practices for managing them.
What Are Tags?
Tags are data points used to categorize and manage patients in your system. They allow you to filter and sort patient lists based on specific criteria, much like applying filters for size, brand, or price when shopping online. Tags can be:
Custom (created by you to suit your needs)
Predefined (e.g., system tags like "np start")
How Do Tags Work?
Tags serve as identifiers and are used in various report and campaign filters, helping you sort patients into specific groups such as:
follow up
active
wellness
not qualified
np start
moved
prn as needed
monthly care
corrective care
reviewed us
Tags 101
Adding Tags
Adding Tags to a Single Patient
From the Patient Card: Click on the patient name, navigate to their patient card, and add or remove tags in the tag section.
From the Tags Column: In reports, type in the tag box. Predictive search will suggest existing tags. If the tag doesn’t exist, you can create it.
Adding Tags in Bulk
Use Shift, Ctrl (or Command on Mac) to select multiple patients in a report.
Click the Tag Icon in the tags column.
Add an existing tag or create a new one, then click Done.
Adding Tags in Bulk from a Blast Campaign
Managing Tag Categories
Tags can be grouped into categories for better organization:
Examples:
Patient Type: Active Care, Maintenance, PRN.
Condition: Knee Pain, Shoulder Pain.
Follow Up: Patients who require follow-up actions.
How to Create Categories: Navigate to the tag category settings and assign tags to the desired category.
Pro Tip: Use a consistent naming convention (e.g., “Patient Type - Maintenance”) to ensure tags sort alphabetically in filters.
Using Tags for Filtering
Tags allow you to quickly identify specific groups of patients in reports.
Filtering Logic:
Inclusion: See or include patients with any of the selected tags.
Exclusion: Hide or remove patients with specific tags.
Best Practices
Naming Conventions: Use prefixes like PI, Patient Type or Reactivation to keep tags organized and easily searchable.
System Tags: Avoid removing system tags like "np start", as they are critical for tracking statistics and patient workflows.
Follow Up Tags: Adding a follow up tag add the patient to the Follow Up report. Removing the tag removes the patient from the Follow Up report.
Common Tag Use Cases
Tracking Patient Progress:
Use tags like "np start" or "corrective care" to monitor patients through different care stages.
Campaign Targeting:
Include patients with certain tags like "monthly care" or exclude patients with a "not qualified" tag to create lists or groups of patients for marketing campaigns (drips, blasts and reviews).
Lead Management:
Tags are only available for "patients". Tags are not available for "non-patients" or "leads". You can add Notes for non-patients for tracking as well as a Follow Up Date if the lead has been added to the Follow Up report
Key Points to Remember
• Case specific tags: Tags like np start are assigned to specific case types (blue tags)
• Patient specific tags: Tags are assigned to all of a patient's case types (grey tags)
• Non-Patients: Leads without an EHR record will not have a tag box. These can still be added to follow-up workflows.
• Deleting Tags: Tags are fluid and can be removed, but certain system tags (e.g., "np start" or "np follow up reviewed") cannot or should not be deleted or edited.
Tags in TrackStat simplify patient management, help organize your workflows, and ensure no patient or lead is overlooked. Start tagging effectively and streamline your operations today!