Welcome email and onboarding kit automation

Purpose

1.1. To automate sending a welcome email and comprehensive onboarding kit to new home health care patients as soon as their intake is confirmed.
1.2. Automates the delivery of essential information (service details, point of contact, care team bios, care schedule, documentation process, emergency instructions, privacy notices, and patient portal credentials).
1.3. Streamlines patient onboarding by providing all resources in a unified, instantly accessible, automated fashion.
1.4. Ensures compliance and consistency by automating the distribution of necessary legal and care materials.

Trigger Conditions

2.1. New patient entry or referral automatedly created in Electronic Health Records (EHR) system.
2.2. Intake form automatedly submitted via website or mobile app.
2.3. Manual intake automatedly marked as “accepted” by care coordinator in CRM.
2.4. New patient contact automatedly added to mailing list or management system.

Platform Variants

3.1. Twilio (API: SendGrid Email API)
• Feature/Setting: Automated transactional email with onboarding PDFs; configure automated template and variable fields for personalization.
3.2. SendGrid (API: Mail Send)
• Feature/Setting: Automate personalized onboarding kit delivery using dynamic transactional templates.
3.3. Mailchimp (Feature: Welcome Email Automation)
• Feature/Setting: Automated onboarding series triggered on audience join; setup journey for home care onboarding emails.
3.4. ActiveCampaign (Feature: Automated Welcome Series)
• Feature/Setting: Automate multi-step onboarding sequences with if/else for service type.
3.5. HubSpot (API: Workflows)
• Feature/Setting: Trigger onboarding workflow automatedly when new patient record is created.
3.6. Salesforce (API: Process Builder or Flow Automation)
• Feature/Setting: Automates welcome email when lead/contact is updated to “new patient” stage.
3.7. Zoho CRM (Feature: Workflow Rules & Email Templates)
• Feature/Setting: Automatedly send onboarding template when patient record is created.
3.8. Gmail (API: Apps Script Triggered Email)
• Feature/Setting: Automate scripted onboarding emails based on Google Sheets new entry event.
3.9. Microsoft Outlook 365 (API: Power Automate Flow)
• Feature/Setting: Automate email with attachments upon “new patient” event in SharePoint list or form.
3.10. Intercom (Feature: Onboarding Messages)
• Feature/Setting: Automate in-app and email messages triggered by patient sign-up event.
3.11. Freshdesk (Feature: Onboarding Emails via Automation)
• Feature/Setting: Automate welcome message with embedded onboarding links after patient ticket creation.
3.12. Slack (API: Incoming Webhooks)
• Feature/Setting: Notify care team channel automatedly upon patient intake for manual follow-up if needed.
3.13. DocuSign (API: Envelope Creation)
• Feature/Setting: Automate sending of onboarding documents requiring patient e-signature as part of intake.
3.14. HelloSign (API: Embedded Requesting)
• Feature/Setting: Automated onboarding agreements presented for digital signature post patient intake.
3.15. Dropbox (API: File Sharing)
• Feature/Setting: Automatedly generate a patient folder and share onboarding materials as soon as intake is confirmed.
3.16. Google Drive (API: Automated File Share)
• Feature/Setting: Automate creation/sharing of a folder with onboarding documentation.
3.17. Notion (API: Automated Database Creation)
• Feature/Setting: Automatically create patient onboarding workspace and share link via email.
3.18. Asana (API: Automated Task Assignment)
• Feature/Setting: Assign onboarding steps to care coordinator; automated reminders powered by rules.
3.19. Trello (API: Board Automations)
• Feature/Setting: Auto-create onboarding checklist card per new patient and email checklist as PDF.
3.20. Calendly (API: Scheduling Event)
• Feature/Setting: Automate sending a welcome link with setup for first virtual meeting in onboarding email.
3.21. Typeform (API: Webhook Submissions)
• Feature/Setting: Trigger onboarding sequence automatedly on patient form completion.
3.22. SurveyMonkey (API: Automated Invitations)
• Feature/Setting: Automate sending satisfaction survey as part of onboarding follow-up.

Benefits

4.1. Accelerates patient onboarding and automates routine communication, reducing manual errors.
4.2. Automates legal documentation for compliance and audit-readiness.
4.3. Enhances patient experience with automated access to resources and contacts.
4.4. Automates team coordination and task distribution, improving onboarding efficiency in home health care.
4.5. Centralizes onboarding assets and automatedly provides updates for service adjustments.