Assignment of therapist based on availability

Purpose

1.1 Enable real-time, automated assignment of ABA therapists to new or returning clients based on factors such as therapist schedule, location, license/type, client preferences, and caseload management.
1.2 Optimize resource use and reduce onboarding delays by automating the therapist-client matching process.
1.3 Ensure regulatory compliance and data privacy during assignment and communication.
1.4 Notify both client and assigned therapist instantly upon assignment for rapid engagement.

Trigger Conditions

2.1 New client registration via web form, call, or email intake.
2.2 Edit to client profile requiring therapist re-assignment.
2.3 Therapist availability update or schedule change.
2.4 Minimum or maximum caseload thresholds reached.

Platform Variants

3.1 Salesforce
• Feature: Flow Builder – Automate therapist assignment via custom flows triggered on client intake object changes.
3.2 Microsoft Power Automate
• Action: Schedule API – Assign therapist when a SharePoint/Dataverse item (client profile) is created or modified.
3.3 Google Workspace
• Function: Apps Script – Script triggers on Google Form submission to scan therapist Google Calendar for availability and update Sheet with assignment.
3.4 Zapier
• Trigger: New Client Intake; Action: Webhooks to EHR or scheduling platform for assignment via REST API.
3.5 Workato
• Recipe Step: Monitor intake apps; Assign via lookup table and update CRM.
3.6 HubSpot
• Workflow: Contact creation triggers webhook call to therapist scheduling API; property updated with assignment.
3.7 Pipedrive
• Automation: When new deal (client) is added, match to therapist based on available custom fields; update person linked.
3.8 Smartsheet
• Automation: Row added (client), moves data to assigned therapist sheet based on formula lookup.
3.9 Intercom
• Inbox Routing Rules: Assign therapist as custom attribute when client interaction begins.
3.10 Twilio
• Studio Flow: On new inquiry, auto-assign therapist using Schedule API and reply via SMS.
3.11 Calendly
• Event Type: API integration; create assignment when client books first consultation.
3.12 Acuity Scheduling
• API: On appointment created, fetch therapist roster JSON and select optimal match, notify both parties.
3.13 Stripe
• Webhook: Post-payment assignment using PaymentIntent event watches, assign based on therapist tags.
3.14 Mailgun
• Event: Inbound email API for referrals triggers assignment and sends confirmatory emails to therapist and client.
3.15 BambooHR
• Workflow: When therapist status updates, change assignment eligibility in system for automated matching.
3.16 Monday.com
• Automation: Item (client) creation triggers API call to therapist workload board; assign and notify therapists.
3.17 Asana
• Rule: Task (client onboarding) assigned to therapist based on workload field; uses Webhook for status updates.
3.18 Slack
• Workflow Builder: Intake channel; custom logic posts assignment and notifies therapist in DM.
3.19 DocuSign
• API: Completed intake envelope triggers assignment script for therapist availability.
3.20 Athenahealth
• FHIR API: PatientCreate event handled by assignment workflow using Schedule.read API call.

Benefits

4.1 Reduces manual administrative workload and human error in finding available therapists.
4.2 Accelerates client onboarding and service initiation.
4.3 Maintains consistent caseload distribution and therapist well-being.
4.4 Enhances compliance, communication, and client experience.
4.5 Easily auditable, scalable, and integrates with diverse healthcare platforms.