So we've imported all of your patients (with email addresses) into your Peptalkr account and now you can contact them in a number of ways. But how do you ensure you're reaching the right patients?

Segmentation is the answer! We automatically create a number of commonly used segments - but you can create your own as well.

Segments we have created for you

We've done some of the hard work for you and have created 12 segments automatically from your patient data.

  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 appointment is their first with any practitioner. This segments looks for the words 'First' or '1st' or 'Initial' in the treatment name.
  4. Patients - Active (Had an appointment in the last 90 days)
    All patients who have been in for an appointment in the last 90 days.
  5. Patients - Loyal (More than 10 visits)
    Alll patients who have been in for a total of 10 visits across all appointment categories/types
  6. Patients - New (First visit was less than 6 months ago)
  7. Recalls (7 - 13 days)
    The patient has not had an appointment in 7 up to 13 days.
  8. Recalls (14 - 29 days)
    The patient has not had an appointment in 14 up to 29 days.
  9. Recalls (30 - 59 days)
    The patient has not had an appointment in 30 up to 59 days.
  10. Recalls (60 - 89 days)
    The patient has not had an appointment in 60 up to 89 days.
  11. Recalls (90 - 179 days)
    The patient has not had an appointment in 90 up to 179 days.
  12. 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 will stop working as expected.

Segments you create yourself

Want to make more segments? No problem. We have created 28+ data points in your patient list you can use to create segments.

You can create segments based on:

  • Date of Birth
  • Next Appointment (date)
  • Last Appointment (date)
  • 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
  • Month of Birth
  • Gender
  • Total Visits
  • Primary Practitioner (who does this patient see the most often)
  • Primary Treatment Type  (name of the appointment most often booked)

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 invervals for you. At this stage it is not possible to create your own interval. However - our team is more than happy to add an extra interval for you! Simply use the chat bubble to contact us and let us know what interval you'd like. We really hope you'll be able to do this yourself in the very near future! Our SMS builder on the other hand - you can set any interval whatsoever.

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 right sidebar.
  3. On the "Segments" page, click Create a new segment.
  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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