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Reports - Tags 101

Effective Use of Tags in TrackStat

Updated over a month ago

1. Purpose

Tags help you organize patients, automate workflows, and control who receives specific communications.
Use tags to segment audiences, manage follow-up processes, preserve reporting accuracy, and include or exclude patients from campaigns.

2. Audience

This article applies to:

  • Front desk staff

  • Office managers

  • Marketing staff

  • Administrators

You must have permission to view and edit patient records, manage tags, and configure campaigns.

3. Definitions

Tag
A label applied to a patient (or case) that follows them everywhere in TrackStat. Tags are used for filtering, automation, reporting, and campaign targeting.

Tag Category
A grouping system used to organize tags. Categories make tags easier to find and help teams follow consistent naming conventions.

System Tag
A built-in tag used for statistics, reporting, and core workflows. System tags cannot be edited or removed.

New Patient (NP) Start Tag
A system-related tag used to track new patient starts for reporting and statistical accuracy.

Inclusion Tag
A tag that tells TrackStat who should receive something.
Think of this like an Amazon filter that says “Only show me this.”
Campaigns configured with an inclusion tag send only to patients who have that tag.

Exclusion Tag
A tag that tells TrackStat who should not receive something.
Think of this like an Amazon filter that says “Do NOT show me this.”
Campaigns configured with an exclusion tag skip patients who have that tag.

4. Rules and Constraints

  • Tags always follow the patient throughout TrackStat.

  • System tags cannot be edited or deleted.

  • You should never remove np start tags used for historical reporting

  • Removing reporting tags can break statistics and historical data.

  • Campaigns can include or exclude patients using tags.

  • Tag categories are optional but strongly recommended.

  • Personal Injury tag categories are available and cannot be renamed. If the tag starts with pi - . It will be put in the PI tag folder.

  • Multiple tags can be applied to a patient at the same time.

5. Navigation Paths

  • Patient Profile → Tags section

  • Reports → Any report with a Tags column

  • Campaigns → Campaign Settings → Tag Filters

6. Step-by-Step Instructions

Add a Tag to a Single Patient

  1. Open the patient profile.

  2. Locate the Tags section.

  3. Select the appropriate tag category.

  4. Check the box next to the desired tag.

The tag is applied immediately.

Add Tags to Multiple Patients (Bulk Tagging)

  1. Open a report or patient list.

  2. Hold Shift or Ctrl on your keyboard.

  3. Click to highlight multiple patient rows (rows turn light gray).

  4. Click the Tag icon at the top of the Tags column.

  5. In the Batch Add window:

    • Select an existing tag, or

    • Type a new tag name

  6. Choose whether the tag is patient-specific or case-specific.

  7. Click the green + icon if creating a new tag.

  8. Click Done.

Make sure the checkbox shows a filled background to confirm the tag was applied.

Use Tags for Campaign Inclusion (Who Should Receive Messages)

Inclusion tags work like Amazon shopping filters that say “Only show me this.”

  1. Apply an inclusion tag to the desired patients
    Example: Wait list

  2. Open the campaign.

  3. Configure the campaign to include only patients with that tag.

Only patients with the inclusion tag will receive the campaign.

Use Tags for Campaign Exclusion (Who Should Not Receive Messages)

Exclusion tags work like Amazon filters that say “Do NOT show me this.”

  1. Apply an exclusion tag to the patients you want to exclude
    Example: golfer

  2. Open the campaign settings.

  3. Configure the campaign to exclude patients with that tag.

This is commonly used for age-based reactivation or drip campaigns.

Automate Tags Using np start automation

You can automate np start. Go to extras > automation > np start


Automatically tag new patients with np start when they meet your criteria, which could be:

  • Patients with a certain appointment type

  • Patients with a certain service code

  • A combination of the ones above

  • OR, patients who checked into a certain amount of visits

  • OR, patients who prescheduled a certain amount of visits

  • OR, patients who paid a certain amount of money (out of pocket or via insurance)

8. FAQs

What are tags used for?
Tags are used to identify specific audiences for tracking, follow-up, automation, reporting, and campaigns.

Do tags follow patients everywhere in TrackStat?
Yes. Tags follow patients throughout the entire system.

What are tag categories?
Tag categories organize tags. Categories include New Patient, Personal Injury, System, and custom categories.

Why should I use tag categories?
Categories help enforce consistent naming and make tags easier for your team to find and use.

Can I edit or delete system tags?
No. System tags cannot be changed and are required for statistics and reporting.

How do inclusion tags work?
Inclusion tags work like an Amazon filter for “only these.” Campaigns send only to patients who have the inclusion tag.

How do exclusion tags work?
Exclusion tags work like an Amazon filter for “not these.” Campaigns skip patients who have the exclusion tag.

Can I add tags to multiple patients at once?
Yes. You can bulk-add tags from reports or patient lists.

Should I remove the np start tag when a patient finishes care?
No. Keep the tag and add a new status tag instead.


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