Client Management & OnboardingPurpose
1.2. Enable seamless onboarding, data accessibility, and automated integration with client management software, while supporting client consent and revision tracking.
1.3. Ensure data encrypted storage and structured data for future automatable retrieval and analysis, supporting audits and continuity of care in the professional herbalist practice.
Trigger Conditions
2.2. New client registration event detected in CRM, EHR, or customer portal.
2.3. Scheduled client onboarding process initiated by staff.
2.4. Digital signature or consent form completion event via compliant e-sign platform.
Platform Variants & Functions (showing exactly what to configure for automation)
• Feature/Setting: Webhook integration to automate form submission capture and transfer to secure database.
3.2. JotForm
• Feature/Setting: Automated HIPAA-compliant form with webhook to EHR or encrypted cloud folder.
3.3. Google Forms
• Feature/Setting: Responses automatedly exported to Google Sheets, encrypted, with Apps Script trigger to automate push to EHR/CRM.
3.4. Cognito Forms
• Feature/Setting: Automate submission webhook to secure endpoint or automator workflow.
3.5. Microsoft Forms
• Feature/Setting: Automate export via Power Automate to SharePoint/OneDrive with restricted access.
3.6. DocuSign
• Feature/Setting: API trigger upon completion of signed consent forms, automated storing in HIPAA-compliant folders.
3.7. PandaDoc
• Feature/Setting: Automate capture of signed medical disclosures; webhook/API action to upload to encrypted storage.
3.8. Dropbox Business
• Feature/Setting: Automate file upload to password-protected, HIPAA-compliant folder via API on form submission.
3.9. Box
• Feature/Setting: Automatedly store completed forms using Upload API; secure access controls and retention automation.
3.10. Google Workspace
• Feature/Setting: Automating client intake via Google Forms, triggering Google Apps Script to anonymize/PDF export into Drive.
3.11. Salesforce Health Cloud
• Feature/Setting: API automation to create/update contact medical history upon new data in intake forms.
3.12. HubSpot
• Feature/Setting: Automate form capture, workflow to add/update custom medical history property in contact record.
3.13. Zoho CRM
• Feature/Setting: Automate webform API for entry, trigger workflow for record encryption and categorization.
3.14. Airtable
• Feature/Setting: Automate form input and secure record creation, revision history for audit trail.
3.15. Notion
• Feature/Setting: API or integration automation to securely document client input with restricted database views.
3.16. AWS S3
• Feature/Setting: Automate uploading medical forms to encrypted S3 buckets with access policy configuration.
3.17. Azure Blob Storage
• Feature/Setting: Automatedly store files from webhooks into secure container with consent tagging.
3.18. OneDrive for Business
• Feature/Setting: Automatably create folder/file on form completion; restrict sharing and notify operator.
3.19. CareCloud
• Feature/Setting: API for receiving new patient info, auto-creating EHR entries from intake form data.
3.20. SimplePractice
• Feature/Setting: Automated client onboarding via secure form, auto-sync to client profile, automated notification to practitioner.
Benefits
4.2. Advanced automation ensures compliance with healthcare data privacy regulations.
4.3. Automating imports streamlines onboarding and enhances client satisfaction with seamless experience.
4.4. Encryption and automated access controls enable secure, audit-ready storage.
4.5. Automation-ready data structure improves downstream analytics and reporting automations, supporting herbalist practices' growth and quality assurance.