Scheduled virtual meeting setup between residents and family

Purpose

1.1 Automate the scheduled setup of virtual meetings between residents and their families, reducing manual coordination, minimizing errors, and promoting ongoing engagement.
1.2 Streamline communication workflows, calendar synchronization, notification dispatch, and meeting link generation while accommodating platform preferences and accessibility requirements.
1.3 Support staff by automating reminders, confirmations, conflict checks, and adjustments for time zones or caregiving schedules.
1.4 Ensure security and privacy compliance in automated scheduling and communications processes.

Trigger Conditions

2.1 Resident or family member submits a virtual meeting request.
2.2 Recurring or one-off meeting dates listed in resident's communication plan.
2.3 Staff initiates meeting request post-social activity or care event.
2.4 Manual trigger by social worker for urgent engagement needs.
2.5 Automated trigger based on inactivity threshold (e.g., 2 weeks without family contact).

Platform Variants

3.1 Google Calendar
• Feature: Automate meeting creation via Calendar API.
• Setting: Configure “Events: insert” for automated virtual meetings.

3.2 Microsoft Outlook/Office 365
• Feature: Automate event scheduling using Graph API.
• Setting: “Create Event (v2)” in user calendar with virtual location link.

3.3 Zoom
• Feature: Automate meeting provisioning through Zoom API.
• Setting: “/meetings POST” endpoint for automated meeting creation.

3.4 Microsoft Teams
• Feature: Automate scheduling via Microsoft Graph API.
• Setting: Use “OnlineMeetings: create” endpoint for video sessions.

3.5 Calendly
• Feature: Calendar scheduling automation via Calendly API.
• Setting: Use “/scheduled_events” webhooks to automate meeting slots.

3.6 Twilio SMS
• Feature: Automated SMS notifications of scheduled meetings.
• Setting: “Messages API” to deliver automated reminders.

3.7 Slack
• Feature: Automated invitation message to staff channels.
• Setting: “chat.postMessage” for alerting care teams.

3.8 Google Meet
• Feature: Automate meeting links using Google Meet API.
• Setting: “conferencing->addOn” in Calendar events.

3.9 SendGrid
• Feature: Automated meeting link and reminder email delivery.
• Setting: Use “/mail/send” for automated event emails.

3.10 Zoom Phone
• Feature: Automated call reminders for less tech-savvy families.
• Setting: “Outbound Call API” for automated voice alerts.

3.11 Salesforce
• Feature: Automate documentation of scheduled meetings in CRM.
• Setting: “Event object create” automation.

3.12 DocuSign
• Feature: Automated delivery of virtual meeting consent forms.
• Setting: “Envelope:create” for scheduling-related documents.

3.13 Webex
• Feature: Automate meeting setup via Cisco Webex Meetings API.
• Setting: “CreateMeeting” endpoint for instant scheduling.

3.14 HubSpot
• Feature: Marketing automation workflows to remind or confirm family attendance.
• Setting: “Workflow: Send email” or “Create task”.

3.15 Airtable
• Feature: Automate meeting database for tracking statuses.
• Setting: “Automations: Create record” for each scheduled event.

3.16 Zapier
• Feature: Multi-platform automator for cross-app scheduling actions.
• Setting: “Schedule by Zapier” + integration setup.

3.17 RingCentral
• Feature: Automated notifications or voice reminders.
• Setting: “SMS API” or “Call Out API”.

3.18 Asana
• Feature: Automation of team tasks related to resident-family meetings.
• Setting: “Tasks: create” triggered when meetings are scheduled.

3.19 Smartsheet
• Feature: Automated update of shared care engagement plans.
• Setting: “Row: Add” on meeting booking.

3.20 Mailchimp
• Feature: Automated bulk notifications/newsletters for ongoing schedules.
• Setting: “Campaigns: create/send” for regular reminders.

3.21 AWS SES
• Feature: Automated email notifications from custom workflows.
• Setting: “SendEmail” API integration.

3.22 Pipedrive
• Feature: Automated tracking and reporting for family interactions.
• Setting: “Activity: create” for scheduled meetings.

Benefits

4.1 Eliminates manual scheduling bottlenecks, ensuring timely engagement.
4.2 Reduces double-booking, automates reminders, and prevents no-shows.
4.3 Supports accessibility with automated phone/SMS/email options.
4.4 Ensures compliance with privacy regulations using secure automatable workflows.
4.5 Enhances perceived quality of service and resident-family satisfaction.
4.6 Provides actionable data by automated logging of all engagements.
4.7 Scalable—handles increased scheduling demand without extra workload.