Introduction
Tags in TrackStat are flexible, powerful labels you can attach to patients (or cases) to organize, track, filter, segment, and manage them across the entire system. Think of tags like online shopping filters (size, brand, price) - they help you group patients for reporting, automation, campaigns, follow-ups, and workflows.
Tags follow patients everywhere in TrackStat and support key functions including statistics, marketing campaigns (inclusion/exclusion), patient management, and analytics. This guide combines all essential information for front desk staff, office managers, marketing staff, and administrators who have permission to view/edit patient records and manage tags.
Purpose
Organize patients logically
Automate workflows
Control campaign audiences
Preserve reporting accuracy
Segment for follow-up and tracking
Audience
Front desk staff, office managers, marketing staff, administrators (requires permission to view/edit patient records, manage tags, and configure campaigns).
Key Definitions
Tag: A label applied to a patient or case that follows them throughout TrackStat. Used for filtering, automation, reporting, and campaign targeting.
Tag Category: A grouping system to organize tags (e.g., New Patient, Condition, Care Stage). Makes tags easier to find and promotes team consistency.
System Tag: Built-in tags for statistics, reporting, and core workflows. Cannot be edited or removed.
New Patient (NP) Start Tag: Critical system-related tag for tracking new patient starts and historical data. "np start"
Inclusion Tag: Tells TrackStat who should be included (e.g., “Only show me this”).
Exclusion Tag: Tells TrackStat who should not be included (e.g., “Do NOT show me this”).
Rules and Constraints
Tags always follow the patient throughout TrackStat.
System tags cannot be edited or deleted.
Never remove “np start” tags - this affects statistics reports, graphs, historical data, and cumulative tracking, even for patients who have completed care. If removed accidentally, re-add it safely. Use report filters instead of removing the tag.
Campaigns can include or exclude patients using tags.
Tag categories are optional but strongly recommended.
Personal Injury (PI) tags: If a tag starts with “pi -”, it goes into the PI folder (cannot be renamed). Updates to the PI card automatically add/remove related tags on the current case.
Multiple tags can be applied to a patient at once.
Tags are only available for patients (not leads/non-patients). Use Notes and Follow Up Dates for leads.
Tags exist only if assigned to at least one patient. Unassign from all patients to make a tag disappear permanently.
Patient-Specific vs. Case-Specific Tags
Patient-specific tags (light gray background, black text): Apply to all of a patient’s cases. Common examples: not qualified, moved, vacationer, employee, family, reviewed us, no marketing.
Case-specific tags (light blue background, white text): Apply to only one specific case. Common examples: np start, corrective, active, wellness, monthly care, maintenance, prn as needed.
Why Use Tag Categories?
Better Organization: Groups tags logically (e.g., New Patient: np start, np follow up; Condition: knee pain, shoulder pain; Care Stage: maintenance care, corrective care).
Streamlined Filtering: Easier to locate and filter tags in patient lists and reports.
Consistency: Ensures your team uses tags the same way.
Pro Tips for Assigning Tags to Categories
Use prefixes (e.g., “Patient Type -”, “Condition -”) for alphabetical sorting.
Review categories regularly to keep them relevant.
Filter reports by categories (e.g., all patients tagged “DME delivered” under a specific category).
How Tags Help You
Segment patients (e.g., “spanish preferred”, “no marketing”).
Move patients into care stages (e.g., np start for new patients on weekly care).
Exclude patients from marketing (e.g., “No Marketing”, “Not Qualified”).
Track progress through care stages.
Support automation and reporting.
Tags vs. EHR Filters
Use EHR filters first when possible (provider, appointment type, insurance). Tags add extra flexibility beyond EHR capabilities.
Navigation Paths
Patient Profile → Tags section
Reports → Any report with a Tags column
Campaigns → Campaign Settings → Tag Filters
Extras → Automation → NP Start (for automation)
Step-by-Step Instructions
Add a Tag to a Single Patient From Patient Card/Profile:
Click the patient name to open their Patient Card.
Click the Tags button (or locate the Tags section).
Select category or type to create new tag.
Check the box next to the desired tag (choose patient-specific or case-specific).
Click Done.
From Tags Column in Report/Patient Search:
Scroll to the Tags column.
Type the tag name (predictive search suggests existing tags).
Click the gray + icon (or open full interface).
Add Tags to Multiple Patients (Bulk Tagging)
Open a report or patient list.
Hold Shift or Ctrl (Command on Mac) and click checkboxes on rows (they turn light gray).
Click the Tag icon at the top of the Tags column.
In the Batch Add window: Select existing tag or type new tag name.
Choose patient-specific or case-specific.
Click green + icon for new tags.
Click Done (ensure checkbox shows filled blue background).
Add Tags from a Blast Campaign
Go to Communications (megaphone icon) > Blast Campaigns.
Open the campaign and set Audience Filters (date ranges, statuses, etc.).
Click Load → Audience Preview.
Click the Tags button in the Audience preview header.
Select/add tags and click Done.
Remove / Unassign Tags
Open the same Batch Add window (single or bulk).
Uncheck the box next to the tag.
Click Done. You do not need to delete tags manually - they disappear when unassigned from all patients.
Create and Manage Tag Categories
Open the Batch Add / Rename / Remove Tags window (from any report).
Click the green + icon (beside the blue grid icon).
Name the new category and confirm.
Click the blue grid icon to assign tags.
Check/uncheck tags in each category column.
Click Done.
Automate Tags
Only the np start tag can be automated: Go to Extras > Automation > NP Start. Set criteria such as appointment type, service code, number of visits, or payments. Recommended settings are greater than or equal to 4 checked in visits or greater than or equal to 4 future/scheduled visits.
Use Tags in Campaigns
Inclusion: Apply tag (e.g., “Wait List”), then configure campaign to include only patients with that tag.
Exclusion: Apply tag (e.g., “No Marketing” or “Golfer”), then configure campaign to exclude patients with that tag. Filtering uses OR logic — selecting multiple tags finds patients with any of them.
Special Features
Marking New Patients: Checking “Started” in Weekly column adds “np start”. Checking “Follow Up” adds follow-up tag. Checking “Not Qualified” adds commonly used exclusion tag.
Wait List Example: Tag patients “Wait List”, filter in All Patients report, then bulk text for openings.
Closure Messages: Use Appointment Report to bulk message scheduled patients.
Troubleshooting
Tags not appearing after creation? Refresh your web browser.
Tags disappearing in filters? Refresh page.
Need to exclude without removing tags? Use report/campaign filters.
FAQs
What are tags used for?
Organizing audiences for tracking, follow-up, automation, reporting, and campaigns.
Do tags follow patients everywhere?
Yes.
Can I edit/delete system tags?
No.
How do I exclude patients who have moved and no longer want to receive messages from us?
If a patient has moved and no longer wishes to receive communications from your clinic, apply the "moved" tag to their profile. Then, ensure that this tag is configured as an exclusion [-] in any active campaigns. This will prevent the patient from receiving future outreach messages.
Should I remove np start when care ends?
No - keep it for historical accuracy and add new status tags instead.
How do inclusion/exclusion tags work?
Inclusion = “Only these.” Exclusion = “Not these.”
Can I bulk tag?
Yes, from many patient reports or blast campaigns.
Do I have to delete PI tags?
No - PI card updates handle them automatically.
Best Practices
Use consistent naming and prefixes.
Keep np start tags intact.
Review categories regularly.
Combine tags with EHR filters for best results.
