Communication & EngagementPurpose:
1.2. Ensure continuity of treatment plans and reinforce client engagement with timely reminders and rescheduling links.
1.3. Provide staff alerts to maintain accountability and document all outreach attempts for compliance/auditing purposes.
1.4. Reduce administrative workload by replacing manual follow-ups with automated, multi-channel communication.
1.5. Enable precise tracking of client response and integrate with EHR/CRM for coordinated next steps.
Trigger Conditions:
2.2. Therapist submits cancellation/missed session form in EHR.
2.3. Time-based trigger (e.g., session status not updated within X hours post scheduled time).
2.4. Integration with calendar detects absence of session check-in/attendance log.
2.5. API call from mobile app flagging session absenteeism.
Platform variants:
- Feature/Setting: “Send Message” API; configure endpoint with client phone from EHR, message template with reschedule link.
3.2. SendGrid
- Feature/Setting: “Send Email” API; dynamic template, inject client/caregiver email, prewritten subject “Missed ABA Session Follow-Up.”
3.3. Slack
- Feature/Setting: Incoming Webhook; automated notification to therapist or care team channel: “Session with {client} missed – follow-up sent.”
3.4. Google Calendar
- Feature/Setting: Calendar Events API; detect event with status “cancelled/no-show,” trigger automation sequence.
3.5. Salesforce
- Feature/Setting: Flow Builder/Process Builder; set workflow triggered on custom object field “Session Status: Missed,” send outbound message.
3.6. HubSpot
- Feature/Setting: Workflow automation; enroll contact if custom property “Last Session Status” equals ‘Missed’, trigger sequence.
3.7. Microsoft Outlook
- Feature/Setting: Calendar Webhooks or Graph API; monitor “no-show” in events, auto-send follow-up email via Microsoft Graph.
3.8. Mailgun
- Feature/Setting: Messages API; send templated follow-up email using client details from CRM.
3.9. WhatsApp Business API
- Feature/Setting: “Send Message” endpoint; pre-approved template for missed appointment notice.
3.10. RingCentral
- Feature/Setting: SMS API; configure missed session text, client number pulled from EHR database.
3.11. Aircall
- Feature/Setting: Trigger outbound call; use automated voice or voicemail drop for missed sessions.
3.12. Zoho CRM
- Feature/Setting: Workflow rule; on “Missed Session” field update, email or SMS alert sent to contact.
3.13. SimplePractice
- Feature/Setting: Client Portal event webhook; trigger communication intent on “No Show.”
3.14. ActiveCampaign
- Feature/Setting: Automation; start sequence on missed session tag, send personalized email or SMS.
3.15. Pipedrive
- Feature/Setting: Workflow automations; initiate activity with “Missed Session” note, auto-send follow-up email/SMS.
3.16. Google Sheets
- Feature/Setting: Google Apps Script/Event-based triggers; monitor row update for session status, send webhook for follow-up.
3.17. Zoho Mail
- Feature/Setting: Custom Integration; send auto-reply to client email associated with missed session.
3.18. Intercom
- Feature/Setting: Automated outbound messaging on user activity trigger set to “Session missed.”
3.19. DrChrono
- Feature/Setting: Appointment Status Webhook; trigger follow-up message workflow from “No-Show” status.
3.20. BambooHR
- Feature/Setting: Custom Webhook/Integration; inform HR of therapist’s high no-show rates, automate support outreach.
3.21. Freshdesk
- Feature/Setting: Ticket creation via API; log missed session for support follow-up, configure email response sequence.
3.22. Trello
- Feature/Setting: Butler Automation; add card/comment for missed session, trigger Slack/email notification to assigned therapist.
Benefits:
4.2. Ensures consistent and documented communication.
4.3. Frees administrative time for higher-value activities.
4.4. Enhances reporting and compliance with payer/organizational requirements.
4.5. Reduces risk of lost revenue from unfilled appointments and improves client retention.