Communication & Family EngagementPurpose
1. Automate the scheduling of family case conferences or care reviews to ensure timely coordination among families, caregivers, and healthcare professionals.
2. Facilitate communication by sending scheduled invites, reminders, and follow-ups across multiple channels (email, SMS, calendar, messaging).
3. Enable tracking, documentation, and rescheduling of meetings based on participant availability and center policies.
4. Reduce manual administrative burden, ensure compliance with care regulations, and enhance engagement with families.
Trigger Conditions
1. Periodic trigger based on predefined interval (e.g., quarterly schedule review, monthly family meetings).
2. Manual trigger by authorized staff via form submission or dashboard action.
3. Automated trigger upon key changes in a client’s care plan or health status.
4. Trigger initiated by request from family via online portal or communication channel.
Platform Variants
1. Google Calendar
- Feature/Setting: Calendar Events API — configure automated event creation for each participant; send invite via email.
2. Microsoft Outlook/Exchange Online
- Feature/Setting: Calendar V2 trigger/action — automate calendar event creation and email sends to families and staff.
3. Zoom
- Feature/Setting: Meetings API — create and schedule virtual conference links, auto-send to registered emails.
4. Twilio SMS
- Feature/Setting: Messaging API — send SMS reminders and confirmations to families ahead of scheduled meetings.
5. SendGrid
- Feature/Setting: Email Send API — automated email notifications with meeting details and RSVP links.
6. Slack
- Feature/Setting: Reminders/Message actions — send staff private reminders and automated meeting notifications.
7. Microsoft Teams
- Feature/Setting: Meetings API — auto-schedule meeting links, notify relevant Teams channels and individuals.
8. Calendly
- Feature/Setting: Scheduling API/Webhooks — automate personalized booking links for families to select suitable slots.
9. ZoomInfo InboxAI
- Feature/Setting: Inbox AI — monitor inbound family messages to detect meeting requests and auto-schedule.
10. WhatsApp Business API
- Feature/Setting: Message send — automate WhatsApp reminders and confirmations with pre-set templates.
11. Airtable
- Feature/Setting: Record management API — log meeting schedules, attendance, and documentation.
12. Salesforce Health Cloud
- Feature/Setting: Care Plan Events — trigger case conference scheduling upon care plan change.
13. DocuSign
- Feature/Setting: Template send — dispatch review documents for e-signature after care meetings.
14. HubSpot
- Feature/Setting: Workflow Automation — trigger and track meeting invitations in family contact records.
15. Jotform
- Feature/Setting: Form submission triggers — initiate scheduling flow from family care request forms.
16. Zendesk
- Feature/Setting: Ticket update triggers — auto-start schedule when family submits case questions.
17. Mailgun
- Feature/Setting: Email API — send secure invitations and receipt confirmations for family conference sessions.
18. Google Forms
- Feature/Setting: Response webhook — trigger scheduling workflow on form submission for family engagement.
19. Monday.com
- Feature/Setting: Automation recipes — trigger notifications, assign preparation tasks when meeting scheduled.
20. RingCentral
- Feature/Setting: Messaging/SMS APIs — notify families using voice or SMS prior to reviews.
21. Apple Calendar
- Feature/Setting: Add event — create and sync meetings to iCal for Apple device users.
Benefits
1. Minimizes missed appointments and administrative errors through automated coordination.
2. Enhances family and caregiver engagement with proactive, multi-channel notifications.
3. Ensures regulatory compliance by maintaining proper documentation and scheduling.
4. Reduces manual staff effort, freeing time for direct care activities.
5. Improves transparency and trust between families and the adult day care center.