Your patient list is simply a list of all the patients you can send marketing emails to. You can find this list by going to the Send Email then click on 'Lists & Subscribers' - you'll then see a list called 'Patients'.

The number of patients you see in here is directly impacted by:

  • Whether you are on a free trial
    Users on a free trial are limited to importing a maximum of 250 patients.

  • What setting you have selected for your 'Active Patient Limit'
    When your free trial ends, you'll be able to select how many months worth of partients to import into your marketing list. You can choose from 6, 12, 18 or 24 months - or you can select 'All'.

Why would I limit the patients I import?

As this is your marketing list - it mightn't make sense to import patients who have not visited in more than 24 months. Another reason you might want to apply a limit is to control your costs - the number of people in your marketing list impacts the price you pay per month for Peptalkr. Read more about how Peptalkr pricing works.

What about non-marketing emails?

Good question. This list is only for marketing emails. Non-marketing emails will not be limited in any way - they will send to exactly who you configure them to send to. Transactional emails are integral to a functioning clinic - so we don't think it'd be fair to limit who receives them. If a patient meets the conditions - they will receive the email.

Think of it this way - we store two databases for you:

  1. Your patient list (used for marketing emails)

  2. Your entire patient database (used for non-marketing emails & SMS)

Both of the above are kepy up to date in 5 minute intervals. So if something changes in Cliniko - it will be reflected in both your marketing list, and your entire patient databse within 5 minutes.

So how do I segment my email marketing patient list?

Hold your horses 🐎 We have set up a bunch of segments for you automatically. But of course you can create any number of your own as well.

Segments we have created for you automatically

  1. Appointments - Has an upcoming
    All patients with an upcoming appointment.

  2. Appointments - Has no upcoming
    All patients with no upcoming appointment.

  3. Next App - 1st with anyone
    The patients next appointment is their first with any practitioner. This segments looks for the words 'First' or '1st' or 'Initial' in the treatment name.

  4. Patients - Loyal (More than 10 visits)
    Alll patients who have been in for a total of 10 visits across all appointment categories/types

  5. Recalls (7 - 13 days)
    The patient has not had an appointment in 7 up to 13 days.

  6. Recalls (14 - 29 days)
    The patient has not had an appointment in 14 up to 29 days.

  7. Recalls (30 - 59 days)
    The patient has not had an appointment in 30 up to 59 days.

  8. Recalls (60 - 89 days)
    The patient has not had an appointment in 60 up to 89 days.

  9. Recalls (90 - 179 days)
    The patient has not had an appointment in 90 up to 179 days.

  10. Recalls (over 180 days)
    The patient has not had an appointment in 180 or more days.

🚨 Please do not edit the segments we have created for you! Their names and settings are inextricably linked to Peptalkr's core functions and they may stop working as expected if you edit them.

Segments you create yourself

Want to make more segments? Easy. We have created lots of data points in your patient list you can use to create segments.

You can create segments based on:

  • Gender

  • Month of Birth

  • Last Practitioner Seen

  • Last Business Visited

  • Last appointment type (name of the appointment booked)

  • Last appointment category (the treatment modality - e.g Chiropractic or Physiotherapy)

  • Next Appointment Location

  • Next Appointment Practitioner 

  • Next appointment type (name of the appointment booked)

  • Next appointment category (the treatment modality - e.g Chiropractic or Physiotherapy)

  • Postcode

  • Primary Practitioner (who does this patient see the most often)

  • Primary Treatment Type  (name of the appointment most often booked)

  • Total Visits

And if your business offers more than one appointment category (e.g Chiropractic, Remedial Massage, Phsyio etc) you'll also be able to cretaed segments based on:

  • Last [category] practitioner

  • Primary [category] practitioner

  • Total [category] visits

  • Last [category] appointment

For example, if you offer both Chiropractic and Physiotherapy - there will be 4 datapoints for each category such as 'Last Chiropractic Practitioner'. These are created automatically whenever you add a new treatment category in Cliniko.

Can I make more recall segments?

We have created 7, 14, 30, 60, 90 and 180 day intervals for you as well as 1 and 2 year recall segments. At this stage it is not possible to create your own but we have included more than enough for marketing purposes.

👉🏼 Remember that we are talking about your marketing list - so these recalls are purely for marketing purporses (some types of reactivations for example). Other recall types (DNA, cancels etc) are transactional and can be configured to any interval - just head to the SMS builder or the Trigger builder.

How to create a segment

To set up a new segment:

  1. Click Lists & subscribers, then select your Patient list.

  2. Click Segments in the left sidebar.

  3. Click Create a new segment in top right of screen

  4. Use the dropdown to select the data point your rule will be based on


After you've selected an attribute, you then need to apply a condition to it to create a rule. For example, the screenshot below shows the attribute "Gender" with the condition "matches exactly".

The value entered is "male", so the rule created for this segment is: gender equals male.

The "matches exactly" condition is not case sensitive, meaning "male" is equivalent to "Male".

You can add more rules on top of this. Simply click the 'and' button to add an additional rule. For example, you may want to create a Segment of all Male patients who have an upcoming appointment. That would look like this:

We use the 'is provided' condition in this instance. If we wanted to target all male patients with no upcoming appointment, we'd have selected the 'is not provided' condition.

Give your Segment a descriptive name such as the one pictured above to make it easy to identify and target this segment with campaigns and automated journeys.


Ok but what does the 'or' button do?

  • Use AND to connect rules when you want to group subscribers who match all of the rules in your segment.

  • Use OR to connect rules when you want to group subscribers who match any of the rules.

Here's an example of using an 'or' rule to target patients who have EITHER the postcode 2570 or 2512:

There are many possibilites when it comes to segmentation. Feel free to chat to our team if you have any questions. 

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