Automated interdisciplinary team meeting scheduling

Purpose

1.1. Streamline scheduling of interdisciplinary team meetings for care planning, progress review, and cross-departmental collaboration in adult day care.
1.2. Ensure compliance with regulations by documenting scheduled meetings and participation automatically.
1.3. Minimize manual outreach, double-booking, and scheduling conflicts among medical, social, and administrative staff.
1.4. Integrate calendar availability, send invites, automate reminders, and record outcomes for regulatory audits.
1.5. Enable follow-up task assignment if action items are generated in meetings.

Trigger Conditions

2.1. Medical/case management record updates requesting care review.
2.2. Date-based interval (e.g., every 30 days post-admission, or custom periodicity).
2.3. Completion of prior interdisciplinary meeting requiring next scheduled session.
2.4. Manual request from care manager or automated detection of urgent case note.
2.5. Integration with EMR/EHR update or patient status report.

Platform Variants

3.1. Google Calendar
• API: "Events: insert" — Schedule and invite team, parse schedule clashes using "Freebusy: query".
3.2. Microsoft Outlook/Exchange
• API: "Create event" in Graph API — Add team events, use "FindMeetingTimes" for availability.
3.3. Zoom
• API: "Create Meeting" — Auto-generate virtual meeting links and add to invitations.
3.4. Slack
• API: "chat.scheduleMessage", "reminders.add" — Send automated reminders pre/post meeting.
3.5. Teams (Microsoft)
• API: "OnlineMeeting/Create" — Embed Teams link in bookings for hybrid meetings.
3.6. Twilio SMS
• API: "Messages.create" — Dispatch SMS reminders to non-digital staff.
3.7. SendGrid
• API: "Mail Send" — Email notifications and summary to team.
3.8. Salesforce Health Cloud
• API: "Event" object — Sync case meetings to contact timelines.
3.9. Asana
• API: "Tasks.create" — Auto-create follow-up tasks based on meeting summary.
3.10. Trello
• API: "Cards.create" — Assign action items on shared boards for interdisciplinary teams.
3.11. Zoho Calendar
• API: "Events/add" — Sync meeting events from care management triggers.
3.12. DocuSign
• API: "Envelope.create" — Initiate signature flow on meeting documentation.
3.13. HubSpot CRM
• API: "Engagements.create" (Meetings) — Log coordination in client records.
3.14. Airtable
• API: "Create Record" — Record meeting details and outcomes for compliance.
3.15. Monday.com
• API: "Create_item" — Add meeting events to project boards for tracking.
3.16. RingCentral
• API: "Create Meeting" — Schedule calls/video for remote medical participants.
3.17. Zendesk
• API: "Tickets.create" — Create service requests linked to scheduled meetings.
3.18. Calendly
• API: "Event Types/create", "Invitee Created" webhook — Auto-invite and manage availability link.
3.19. CareSmartz360
• API: "Meetings.Schedule" — Direct scheduling within care management platform.
3.20. BambooHR
• API: "Time Off Requests" — Alert when staff scheduled is on approved leave, re-route invites.

Benefits

4.1. Eliminates manual coordination, saving administrative time and reducing errors.
4.2. Maximizes staff participation by factoring live availability and preferred reminder channels.
4.3. Documents compliance automatically for audits and regulatory review.
4.4. Ensures actionable takeaways by integrating with task and workflow platforms.
4.5. Reduces meeting delays and missed care reviews, improving resident outcomes.