Patient Intake and Onboarding AutomationPurpose
1.2. Deliver orientation guides, facility info, staff contacts, and consent forms to improve patient understanding and engagement from first contact.
1.3. Reduce staff manual effort and errors by automating resource delivery, enabling faster patient acclimatization to treatment programs.
1.4. Ensure regulatory compliance and documentation by providing necessary forms and information promptly.
Trigger Conditions
2.2. Patient marked as “admitted” on electronic health record (EHR) platform.
2.3. Intake form submission completed via website or patient portal.
2.4. Manual trigger by intake coordinator within CRM or EMR.
Platform Variants
3.1. Salesforce Health Cloud
• Feature/Setting: Process Builder or Flow to trigger email from new contact creation; configure email alert with dynamic orientation content.
3.2. HubSpot
• Feature/Setting: Workflow automation with "Enrollment Trigger: Contact Property set to New Patient Status"; action: Send Welcome Email with attached PDFs.
3.3. SendGrid
• Feature/Setting: API POST /mail/send with template ID and dynamic template data for orientation packs.
3.4. Microsoft Power Automate
• Feature/Setting: Trigger: "When a new record is created" in Dynamics 365; action: Send Outlook Email with orientation materials.
3.5. Mailchimp
• Feature/Setting: Automation journey; "Tag Added: New Patient," send welcome campaign with facility guide.
3.6. Twilio SendGrid
• Feature/Setting: Inbound Webhook on patient registration; outbound transactional email with onboarding steps and contact info.
3.7. Google Workspace (Gmail API)
• Feature/Setting: Gmail API users.messages.send; trigger via Apps Script upon Google Form submission.
3.8. ActiveCampaign
• Feature/Setting: Contact Added to "Intake List" triggers automation, sends onboarding sequence and tracks engagement.
3.9. Zoho CRM
• Feature/Setting: Workflow Rule "On New Lead: Source equals Intake"; action: Send Email Template with digital orientation kit.
3.10. Intercom
• Feature/Setting: Custom Bot or Event-based Trigger: New user registered; automatic onboarding email or in-app message.
3.11. Freshdesk
• Feature/Setting: Scenario Automation—"Contact Created," send email with support info and resources.
3.12. Klaviyo
• Feature/Setting: Flow "List Trigger: New Patient Intake" sends multi-step onboarding email series.
3.13. Amazon SES
• Feature/Setting: SES API SendEmail action in response to patient intake webhook event.
3.14. Drip
• Feature/Setting: Workflow—Trigger: "Tag applied: New Patient" initiates drip onboarding mini-course.
3.15. Constant Contact
• Feature/Setting: Automated Email Campaign upon patient segment assignment.
3.16. Smartsheet
• Feature/Setting: Automated Alert: "Row added to Patient Intake Sheet" triggers personalized welcome message.
3.17. Monday.com
• Feature/Setting: Automation: "When item created in Intake Board," send orientation email via Gmail or Outlook integration.
3.18. Pipedrive
• Feature/Setting: Workflow Automation—Trigger "Deal/Person Added"; send email using integrated Mail or external SMTP.
3.19. Slack
• Feature/Setting: Incoming Webhook posts welcome reminder and resource links to private channel for staff follow-up.
3.20. Typeform
• Feature/Setting: Typeform Responses trigger webhook; use email integration to send welcome materials upon completion.
3.21. Airtable
• Feature/Setting: Airtable Automations—"When record created," trigger Gmail or Outlook module for resource delivery.
3.22. BambooHR
• Feature/Setting: Employee self-service intake triggers welcome packet via integration with email provider.
Benefits
4.2. Reduces administrative burden, allowing staff to focus on patient care and clinical interventions.
4.3. Enhances patient satisfaction and reduces anxiety by providing clarity on processes and expectations.
4.4. Improves compliance and documentation by ensuring critical forms and information reach all patients instantly.