Platform · Smart Lists
Patient Segmentation That Actually Works — Powered by Smart Lists
Live, rules-based segments over your full patient database. 30+ advanced filters, AI-suggested segments, real-time updates, and first-class integration with workflows, broadcasts, and AI agents.
What Smart Lists are
A Smart List is a saved filter view over your patient database that updates itself. You define the rules — last visit date, chief complaint, service history, communication preference, custom field values, lifecycle stage, behavior triggers — and the engine continuously evaluates which patients match. Membership is live: the moment a patient qualifies, they're in. The moment they stop qualifying, they're out.
This is the part of the platform serious marketing operations runs on. Tags get you started. Smart Lists are how you scale.
Advanced Filters
The filter engine ships with 30+ filter types out of the box:
- Visit history — last visit, visits in window, days since last appointment, services received.
- Clinical fields — chief complaint, care plan stage, assigned provider, custom intake responses.
- Communication preferences — opted-in channels, response rate, last contact date, preferred contact time.
- Custom fields — anything you have added to the contact schema, including computed and date-relative fields.
- Behavior triggers — page visits, form starts, message opens, link clicks, voice call outcomes.
- Lifecycle stage — lead, new patient, active, lapsed, churned, win-back-eligible.
Filters combine with AND/OR logic, support nested groups, and respect every custom field you have configured.
AI-powered segmentation suggestions
The platform watches the segments other practices in your vertical use and surfaces suggestions you have not built yet. "Practices like yours typically segment by X — want to create that list?" Useful for finding the high-leverage cohorts you have been ignoring.
Use cases by vertical
Dental — Hygiene overdue 6+ months
Patients past their recall window, segmented by last hygiene visit and insurance benefit reset date.
Chiropractic — Care plan dropoffs after visit 4
Patients who started a treatment plan, completed visits 1-4, then went silent. The most rescuable cohort in the practice.
Any vertical — High-LTV, no review
Patients in the top quartile of lifetime spend who have never left a review. The highest-quality reputation outreach you can run.
Med spa — 8-12 weeks since last service
Optimal rebook window for most med spa services. Triggers personalized rebook outreach with the right service recommendation.
Functional medicine — Intake started, not completed
Prospects who began the intake form and stalled. AI agent reaches out to help them finish — recovers a huge share of warm leads.
Physical therapy — Auth visits remaining
Patients with insurance-authorized visits left but no booking in the next 14 days. Catches utilization before it drops off.
Smart Lists in Opportunities
The same filter engine powers Opportunities pipelines. Filter your pipeline by stage, value, source, days-in-stage, owner, AI lead score — same syntax, same flexibility. The pipeline becomes a dynamic operational view, not a static board.
Smart Send: broadcasts to Smart Lists
Send a broadcast to any Smart List and the platform handles delivery intelligently — AI-optimized send time per contact, channel preference respected, deliverability protected with sensible throttling. Pairs naturally with AI Email Marketing and AI Text Messaging.
Workflow integration
"Contact enters Smart List" and "Contact exits Smart List" are first-class workflow triggers. This is how most automation gets built: a Smart List defines who qualifies for an outreach, and a workflow (or an Agent Studio agent) does the actual work. List membership becomes the system of record for which patients are in which automated journey.
Other ways patients land on lists
The AI-powered business card scanner adds new contacts to relevant lists automatically based on what it reads from the card. Form submissions, calendar bookings, conversation outcomes, and AI agent decisions can all add or remove a contact from a list. The list is the central segmentation primitive — everything else feeds into it or reads from it.
How it pairs with the rest of the platform
Agent Studio agents read from and write to Smart Lists. Workflows trigger on list changes. AI Email and AI Text Messaging use lists as their audience. Ask AI can describe a list in plain English and the platform builds it.
FAQ
How is this different from a tag system?
Tags are static. Smart Lists are live and rules-based — no one has to remember to add or remove the label.
Multi-list membership?
Yes — a contact can be on any number of lists simultaneously.
Do lists update automatically?
Yes — continuously, in real time as data changes.
Can I export?
Yes — CSV, ad platform audience sync, or workflow input.
Can workflows fire from list changes?
Yes — "enters list" and "exits list" are first-class triggers.
Ready to Get Started?
Contact us today and take the first step. Free consultations available.