This article is specific to your Patient email marketing list, not your non-marketing emails. Read this article to learn more.
Peptalkr syncs with your entire Cliniko database so that you can send accurate, timely email.
However, your email marketing list is separate from your entire Cliniko database.
The email marketing list only contains people who are opted in for email marketing - we call them 'subscribers'. They can opt out at any time.
To segment the marketing list so that you can send targeted Campaigns and Automated Journeys, follow these steps:
Step One: Navigate to the 'Patients' list
You can view and manage your marketing list by going to the Send Email tab then clicking on 'Lists & Subscribers' - look for the list named 'Patients' and click on it.
Why is my list so small?
When you first sign up, you may notice this list has only 250 people in it. That's because while you are in a free trial, we limit the size of the marketing list. Once you end the trial or move to a paid plan, you can then import more people.
Step Two: Check out your pre-built segments
Peptalkr automatically creates a number of segments for you - so definitely check these out before diving into to creating new segments.
Click on 'Segments' on the left hand menu:
Segments we have created for you automatically
SEGMENT | DESCRIPTION | HELPFUL HINTS |
Appointments - Has an upcoming | The 'Next Appointment' field has a value |
|
Appointments - Has no upcoming | The 'Next Appointment' field is blank |
|
Next App - 1st with anyone | The 'Next appointment type' field contains the words 'First' or 'Initial' or '1st' | If your initial appointment types do not contain the words 'First' or 'Initial' - you can edit this segment to instead:
Change 'Next Appointment' to 'is provided' and add another role by clicking |
Patients - Loyal (More than 10 visits)
| 'Total visits' field is 10 or more | You can |
Recalls:
14 - 29 days 30 - 59 days 60 - 89 days 90 - 179 days 180 - 364 days 1-2 years 2+ years
| The 'Last Appointment' field has a date that falls into one of these ranges. | Recalls/Reactivations are usually sent with Transactional emails, however, sometimes our users wish to narrow down who receives promotions, offers or other marketing content they include in their Campaigns or Automated Journeys.
So you've got some handy recall segments at your disposal should you need them! |
and set 'Total Visits' to '0' - this way we are looking for people with 0 appointment history, but an upcoming appointment scheduled.
this segment and change the 'Total Visits' field to a more specific appointment category such as 'Total Chiropractic Visits' if you want to segment out patients loyal to a specific modality/category.🚨 Please do not edit the recall 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.
Step Three: build your own segments
Want to make more segments? Easy.
We have created loads of data points you can use to create segments. A list of those data points is below. Some common segments people create are:
Patients of a specific business location if you have multiple 'Businesses' in your Cliniko account
Patients that have a specific medical alert in their patient file (e.g. 'Pregnant')
Patients who attend group appointments (e.g. Group Visits > 0)
Female patients or male patients (e.g. Sex = Female)
But the possibilities are endless, and you can combine segmenting rules using the handy and/or buttons:
How to create a segment
To set up a new segment:
Click Lists & subscribers, then select your Patient list.
Click Segments in the left sidebar.
Click Create a new segment in top right of screen
Use the dropdown to select the data point your rule will be based on - 'Custom Fields' refer to your Cliniko-specific data points. You'll use this option most often.
After you've selected a custom field, 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".
👉 Case sensitivity and spacing: The "matches exactly" condition is not case sensitive, meaning "male" is equivalent to "Male".
However, spaces and spelling matter! Any additional blank spaces or other spelling variations will not find a match in Cliniko, so ensure you enter the text exactly as it appears in Cliniko when it comes to things like Practitioner names, appointment types, medical alerts and so on.
Adding more layers to your rules
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.
Using 'And' rules
Using 'And' rules
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.
Using 'Or' rules
Using 'Or' rules
Here's an example of using an 'or' rule to target patients who have EITHER the postcode 2570 or 2512:
There are many possibilities when it comes to segmentation. Feel free to chat to our team if you have any questions or would like some guidance.
Custom Fields you can use to create segments
Your custom fields (created automatically by Peptalkr) contain data we have synced in from Cliniko. These fields are updated with the freshest dataevery 5 minutes:
Gender
Month of Birth
Postcode
Primary Treatment Type (name of the appointment most often booked)
Total Visits
+ Much more
And if your business offers more than one appointment category (e.g Chiropractic, Remedial Massage, Phsyio etc) you'll also be able to create segments based on:
Last [category] practitioner
Primary [category] practitioner
Next [category] practitioner
Total [category] visits
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.
However - you can use Transactional email to send more specific recall/reactivation emails at any duration you select. We generally recommend using this transactional email tutorial for your reactivations/recalls, only use the marketing recall segments for sending offers/other marketing email to people who have not got an upcoming appointent.