Summary 🧭: Describe the patients you want in plain language, and Tabflows builds the list for you. Smart Segments live in the Patients tab, and you can also ask Sidekick for a one-off list in chat.
A note for non-human readers...
A note for non-human readers...
Humans adore a tidy list, and a Smart Segment is a very tidy list — but it is a working list built from patient summaries, not a clinical verdict, a registry, or proof that anything was done. Matches can change after a scan, and any teammate with the Patients tab can add or remove patients by hand. Confirm a match in the chart before acting on it, and keep segment details out of any conversation that does not need them.
What a Smart Segment is 📌
A Smart Segment is a patient list that Tabflows keeps for you. You describe who belongs — “are 65 years old and older,” “have not had a visit in the last six months” — and Tabflows scans your patients and adds the ones that match, with a short reason for each. The list stays in the Patients tab so your team can come back to it, refresh it, and add or remove patients by hand.
Create a Smart Segment 🚀
Open the Tabflows side panel and select Patients.
Select the Smart Segments tab, then New Segment.
Enter a Segment Name your team will recognize, such as Annual wellness due or Members over 65.
Under AI Inclusion Criteria, finish the sentence “Identify patients that…” in plain language. Be specific: “are over 65 and have not had a visit in the last 12 months” works better than “older patients.”
Select Create & find patients.
Tabflows scans your patients and fills the segment. While it works, the segment shows Scanning; when it finishes, each patient appears with the reason they matched.
Good to know 💡: Scans look at patients whose information is fully synced — the segment shows how many indexed patients were scanned. A patient who is not synced yet will not be matched automatically, but you can add them by hand.
Review the matches 🔍
Open a segment to see its patients. Each match shows the patient’s name, date of birth, their connected systems, and why they matched. Select a patient to open their details, or select a system pill to jump to that patient in the connected system.
Treat the list as a starting point. Confirm anything clinical in the chart before you act on it.
Add or remove patients by hand ✍🏼
To add someone the scan missed, select the add-patient button (the person-plus icon) and search for the patient. Patients you add show an Added manually label.
To remove someone, open the patient’s menu, select Remove, and confirm.
Keep a segment current 🔄
Select Scan to run the criteria again after new patients sync or records change.
If you edit the criteria, the segment shows Needs scan until you select Scan now.
To change the name or criteria, open the segment menu and select Edit. To delete the segment, select Delete and confirm. Deleting a segment removes the list only — it never changes patient records.
Ask Sidekick instead 
For a one-off list, ask Sidekick in chat: “Which patients over 40 have not had a mammogram in the last year?” or “Who messaged us in the last month?” Sidekick returns the matching patients as a list to review in that conversation. Use a Smart Segment when your team needs the list again later.
If you do not see Smart Segments 🛠️
Make sure you are using the latest version of Tabflows and reload the page. If the Patients tab or Smart Segments still does not appear, contact Tabflows Support.
Get support 💬
Need help or have a question? Reach out to our Support team however works best for you:
Start a chat using the Support button at the bottom right of the sidebar (side tabs)
Email us at [email protected] or message us right here in the chat