Automated medical record creation upon intake

Purpose

1. Automatically generate comprehensive medical records each time a new animal is taken in by an animal rescue service.

2. Capture data regarding health assessments, inoculations, previous treatments, intake notes, and digital identification, minimizing manual entry.

3. Securely store all medical history in an organized, auditable digital format, ensuring accuracy and compliance.

4. Synchronize intake data across animal management, veterinary, and reporting systems for holistic welfare tracking.

5. Streamline staff workload, prevent information loss, and speed onboarding for medical and rehabilitation planning.

Trigger Conditions

1. New animal admission logged in shelter management software.

2. Intake form completed by staff or volunteer via web or mobile intake application.

3. API webhook fired on barcode scan at intake station.

4. RFID chip detected via compatible scanning device.

5. Email or SMS notification sent to defined intake address/number containing key animal info.

Platform Variants

1. Salesforce

• Feature/Setting: "Flows" — automate record creation triggered by new Case or Custom Object entry.
  
• Sample: Configure Flow with Intake object initiation event; parse form fields; create Medical Record object.
  

2. Zoho Creator

• Feature/Setting: "Deluge Script — On Success" — run script on intake form submission.
  
• Sample: Script auto-generates linked Medical Record in Zoho CRM.
  

3. Airtable

• Feature/Setting: "Automations – When record created" — auto-add linked medical record.
  
• Sample: Configure automation; new Intake table entry triggers Medicals table record.
  

4. Google Forms + Apps Script

• Feature/Setting: "On Form Submit" trigger — Apps Script writes to Google Sheets and generates medical document.
  
• Sample: Script parses form; builds and stores standardized medical record.
  

5. Jotform

• Feature/Setting: "Zapier Integration" — connects submissions to Google Docs or CRM.
  
• Sample: Intake submission auto-creates Google Doc or CRM entry with mapped fields.
  

6. Microsoft Power Automate

• Feature/Setting: "Automated cloud flow" — listens for SharePoint/Forms triggers.
  
• Sample: Intake in SharePoint list triggers flow to auto-populate medical record in Dataverse.
  

7. Shelterluv API

• Feature/Setting: "POST /animals"— create animal record including medical data.
  
• Sample: API automation after intake submits full animal/medical profile.
  

8. Petfinder API

• Feature/Setting: "PUT /v2/animals/{id}" — update/create medical sub-entries on intake.
  
• Sample: API call updates animal profile with initial health status.
  

9. Smartsheet

• Feature/Setting: "Workflow Automation – Row Created" — auto-add row to medical log.
  
• Sample: New intake row triggers secondary row with mapped clinical intake fields.
  

10. HubSpot

• Feature/Setting: "Workflows – Form submission"— auto-create Medical Record custom object.
  
• Sample: Intake form maps to new object with detailed intake/medical notes.
  

11. Formstack

• Feature/Setting: "Actions – Data Routing" — pushes data to medical record PDF builder.
  
• Sample: Intake triggers action routing data to cloud storage/CRM.
  

12. eVetPractice API

• Feature/Setting: "POST Patient" — create patient and medical record on intake JSON.
  
• Sample: Trigger API from intake system after form complete.
  

13. DocuSign

• Feature/Setting: "PowerForms" — signed web form triggers medical record template population.
  
• Sample: Intake form completion stores populated record in DocuSign Rooms.
  

14. Asana

• Feature/Setting: "Rules – Task Created" — auto-generate medical intake task template.
  
• Sample: Intake task adds medical record subtask for staff.
  

15. Monday.com

• Feature/Setting: "Automations – Item Created" — chain creation into separate medical record board.
  
• Sample: Intake item creates medical record item with prefilled fields.
  

16. Freshdesk

• Feature/Setting: "Automations – Ticket Created" — ticket triggers addition to Medical Record module.
  
• Sample: Configure automation on intake ticket.
  

17. ClickUp

• Feature/Setting: "Automations – Task Status Changed" — new intake moves to medical documentation list.
  
• Sample: Intake moves to "New Animal" list, triggers "Create Medical Record" subtask.
  

18. Notion

• Feature/Setting: "Database Automations – New Page Created" — links Animal Intake to Medical Record database.
  
• Sample: Automation script adds a linked entry on each new intake.
  

19. Intercom

• Feature/Setting: "Custom Bots – Conversation triggers" — bot captures intake, sends result to medical records endpoint.
  
• Sample: Bot mapped to pass data to backend on form filled.
  

20. AWS Lambda

• Feature/Setting: "API Gateway webhook" — processes raw intake, generates formatted record, writes to database.
  
• Sample: Lambda function triggered by intake client webhook; saves medical record to DynamoDB.
  

21. Make.com

• Feature/Setting: "Scenario: Watch intake submission – Create medical record" — connects app data flows.
  
• Sample: Configure scenario to listen for new entries and auto-generate record in any integrated storage.
  

22. Slack

• Feature/Setting: "Workflow Builder – Form submission" — medical team notified, trigger external record creation flow.
  
• Sample: Slack modal intake form triggers HTTP request to record management backend.
  

Benefits

1. Eliminates manual data entry, reducing risk of error and data loss.

2. Ensures consistent, timely creation of vital medical records at every intake.

3. Supports compliance with animal welfare regulations and audit requirements.

4. Frees staff to focus on animal care rather than administration.

5. Enables instant access to up-to-date medical records for all stakeholders.