Care plan review reminders and automatic update requests

Purpose

1.1. Ensure regular, timely review of individual care plans for all clients.
1.2. Automate reminders to care coordinators and prompt updates to care documentation.
1.3. Reduce compliance risks by enforcing consistent care review workflows.
1.4. Enhance communication between staff, clients, and caregivers regarding plan changes or approvals.
1.5. Minimize manual tracking, errors, and missed deadlines in case management.
1.6. Provide audit trails for regulatory inspection or quality assurance.
1.7. Support multi-channel notifications and automatic follow-up if updates are incomplete.
1.8. Trigger feedback collection after care plan updates.
1.9. Integrate reminders into staff portals and mobile applications.
1.10. Enforce security and confidentiality of sensitive client data throughout workflow.

Trigger Conditions

2.1. Care plan review frequency (e.g., 30/60/90 days since last update).
2.2. New admission or discharge event.
2.3. Plan status changes—pending, overdue, or updated.
2.4. Assigned staff reassignment or vacation/leave event.
2.5. External provider documentation uploads or policy updates.

Platform Variants

3.1. Microsoft Outlook Calendar
- Feature/Setting: Automated recurring meeting reminders; sample: "Create event API" with care plan ID, date, assigned coordinator.
3.2. Google Calendar
- Feature/Setting: Schedule reviews via "Events: insert" API with invitations and automated update forms attached.
3.3. Twilio SMS
- Feature/Setting: SMS reminders using "Messages API" with merge tags for staff/client names and links.
3.4. SendGrid
- Feature/Setting: Transactional email API "Mail Send" with care plan summary and update request link.
3.5. Slack
- Feature/Setting: Send channel or DM notifications using "chat.postMessage" API with due date, plan ID, and action button.
3.6. Microsoft Teams
- Feature/Setting: Push reminder via Teams Bot "SendActivity" API, mention responsible staff, attach care plan files.
3.7. DocuSign
- Feature/Setting: Automated envelope sending with care plan update requests, "Create Envelope" API by due date trigger.
3.8. Dropbox
- Feature/Setting: Generate and share care plan documents via "files/upload" and "sharing/create_shared_link" API.
3.9. Salesforce Health Cloud
- Feature/Setting: Custom workflow rules for task/reminder generation, use "Process Builder" or "Flow" feature.
3.10. HubSpot
- Feature/Setting: Automated sequences triggered by property date field, use "Create Task" API for follow-up.
3.11. Zoho CRM
- Feature/Setting: Use "Workflow Rules" and "schedule functions" to automate reminders to case managers.
3.12. Asana
- Feature/Setting: Automated task creation and due-date reminders via "Add Task" API to specific projects.
3.13. Trello
- Feature/Setting: Card creation with due date using "Cards API" for care plan reviews, automated board notifications.
3.14. monday.com
- Feature/Setting: Recipe "When date arrives, notify" with custom automations for plan review workflow.
3.15. PandaDoc
- Feature/Setting: Document request and review via API, status check on "Document Completed" event.
3.16. OneDrive
- Feature/Setting: Scheduled access link automation using "Create Share Link" API for latest plans.
3.17. Zendesk
- Feature/Setting: Triggered ticket creation for overdue plans using "Ticket API" with escalation rules.
3.18. Notion
- Feature/Setting: Auto-create or update pages for each review cycle, tag assigned staff with reminders.
3.19. Airtable
- Feature/Setting: Automate base record updates and notifications; use "Automations" or webhook triggers.
3.20. Smartsheet
- Feature/Setting: Use "Automation Rules" for scheduled alerts and automatic status changes upon review.

Benefits

4.1. Prevent lapses in care by enforcing timely plan reviews.
4.2. Reduce manual tracking workload for case managers.
4.3. Improve documentation consistency and compliance.
4.4. Enhance staff accountability and transparency with audit logs.
4.5. Streamline communication with automated, multi-channel notifications.
4.6. Increase satisfaction among staff, clients, and auditors with reliable processes.