TrackStat integrates seamlessly with HighLevel (GHL) to streamline your practice management and marketing efforts. Here’s how it works:
Two-Way Syncing of Notes and Tags:
Any notes added in your EHR or HighLevel are automatically synced between the two systems, ensuring consistency and saving time.
Tags applied in HighLevel are reflected in your EHR, and vice versa, keeping patient information up to date across platforms.
Many agencies use tags to segment their lead sources, which is why this is important.
Lead Matching and Stage Mapping:
When a new lead opts into your HighLevel account, TrackStat searches your EHR to see if the lead is an existing patient. If a match is found, the lead is tagged as an "existing patient," preventing duplicate appointments.
TrackStat also maps patient stages in HighLevel based on actions in your EHR. For example, if a patient checks in for an appointment, cancels, or starts a care plan, their stage is automatically updated in HighLevel, eliminating manual updates.
Improved Marketing and Reporting:
With accurate and up-to-date information, your marketing team can generate better reports, track lead performance, and target ads more effectively, leading to higher quality leads and improved return on investment (ROI).
Streamlined Scheduling and Communication:
TrackStat provides a customized scheduling link for new patients, automatically pre-filling their information and creating their profile in your EHR.
It also sends automated reminders and paperwork, reducing the workload on your team and improving patient experience.
This integration simplifies your workflow, enhances lead management, and ensures your marketing efforts are more effective, saving your team time and reducing errors.
Note: If you are not the owner of your HighLevel account, you may not have access to the API and automations required for this connection.
Step 1: Get your API key by going to settings > business profile > find the API key and copy it somewhere
Step 2
Click the 3 dots on the left side of TrackStat and go to the integrations > GHL tab > add integration (yellow button)
Name of GHL account and paste in API key. Make sure there are no extra spaces.
Step 3: Go to automations DO NOT SKIP THIS STEP PLEASE, IT IS CRITICAL
Add automation in High Level
Start an automation from scratch
2. Add the following triggers
Add the following triggers
Note added
Note changed
Contact added
Contact changed
Tag
3. Add a webhook at the end of your triggers
Webhook
method = post
the key / value can be found in trackstat, see image (10)
Accepted care? Consider creating automation with the addition of a 'np start' tag to a contact and update an opportunity by moving them to a stage and marking them as won.
Step 4: np start tag automation to move opportunity to won/start column
Create a second automation called np start trackstat
start recipe from scratch
contact tag > np start added filter
update opportunity > pipeline to update > stage to move > status > value
See video
Step 5: Map appointments to stages
On step 7, you will have to select the correct stages
On step 8, you will add the rows, which will match appointments in your EHR with HighLevel opportunity stages. Make sure to arrange them in an appropriate order.
Note, the UI will be similar to building a custom report
**it will check rows from top to bottom, as soon as it finds a match, it will move the HighLevel contact to the correct opportunity stage**
Scheduled Appointment mapping
Add row
Name row
Select visits (scheduled)
Filter by purpose of visit/appointment type in filters and appointment status
Filer by appointment status
Select future appointment
Add a matching expression
Save
No show Appointment mapping
Add row
Name row
Select visits (scheduled)
Filter by purpose of visit/appointment type in filters and appointment status
Filer by appointment status
Select missed and cancelled
Add a matching expression
Save
Completed visit
Add row
Name row
Select visits (scheduled)
Filter by purpose of visit/appointment type in filters and appointment status
Filer by appointment status
Checked In
Add a matching expression
Save
Step 6: Add 'EHR schedule link' from TrackStat to HighLevel
There is a custom field 'ehr schedule link' that you can add to your opportunity object or use an automation to add it to notes. This will provide you with a link to your online scheduling that prefills the name, email and phone number for a fast scheduling process.
NOTE: Step 4 must be complete for this link to appear.
Step 6: Add Scheduling Link Account
Edit the integration and click on the "Scheduling Link Account" button at the right top corner of the page, and select your account from the drop down. Save the changes and save the integration at the bottom.
FAQ
Q: How often are updates synced between the systems?
A: Statuses such as new appointments, changes to appointments and new tags from TrackStat are updated in HighLevel every 5 -10 minutes.
Updates from HighLevel to TrackStat related to new/updated contacts, new/updated notes, tags are updated every 1-2 minutes.
The np start automation from TrackStat only runs every 6 hours, so patients marked as a conversion only run every 6 hours. Also, financial updates from systems such as ClinicMind/Genesis are sent to TrackStat once a day over night, so depending on what system you have it may only be updated daily.