Patient Intake & OnboardingPurpose
1.2. Reduce manual follow-up workload for staff, increase patient engagement, and improve intake completion rates by automating multi-channel reminders.
1.3. Provide a consistent communication flow, tailored to behavioral health expectations, that escalates non-compliance, records interactions, and fits privacy standards.
1.4. Support both patients and intake coordinators by alerting relevant parties of delayed or missing information.
Trigger Conditions
2.2. New intake initiated but documentation remains incomplete for a configured time window.
2.3. Intake portal inactivity detected for X hours/days.
2.4. Electronic forms remain unsubmitted, unsigned, or unverified by the patient.
2.5. Manual staff override to re-send a sequence due to extra need or patient request.
Platform variants
• Feature/Setting: Automated SMS; configure messages via Messaging API, set trigger using webhook on incomplete intake.
3.2. SendGrid
• Feature/Setting: Transactional Email API; template triggered when intake delay detected, insert patient variables in subject/body.
3.3. Mailgun
• Feature/Setting: Send email with delivery status tracking; configure routes for patient email and bounce handling via API.
3.4. Slack
• Feature/Setting: Incoming Webhooks/API; send internal channel reminders to case managers if patient action required.
3.5. Microsoft Teams
• Feature/Setting: Bots/Messaging Extensions; generate reminders to staff for stalled patient intakes.
3.6. Zoom
• Feature/Setting: Use Meeting API to trigger reminders about pre-intake video call completion.
3.7. WhatsApp Business API
• Feature/Setting: Set reminder templates, triggered via API when patient delays occur.
3.8. HubSpot
• Feature/Setting: Workflow Automation; trigger patient task reminders via integrated workflows.
3.9. Salesforce Health Cloud
• Feature/Setting: Process Builder or Flow; set criteria nodes for time-dependent reminders to patients.
3.10. ActiveCampaign
• Feature/Setting: Automations; set conditional sends based on patient progress tracked via tags.
3.11. Google Calendar
• Feature/Setting: Schedule and auto-send invite/reminder emails based on intake appointment deadlines using Calendar API.
3.12. Zapier
• Feature/Setting: Multi-step Zaps to detect intake status change and send notifications via configured email/SMS/voice platforms.
3.13. Intercom
• Feature/Setting: Automated outbound chat reminders via Messages tool for incomplete forms.
3.14. DrChrono
• Feature/Setting: EHR Task/Reminder API; send direct patient messages for intake requirements.
3.15. DocuSign
• Feature/Setting: Automated envelope reminders via API for unsigned intake documents.
3.16. BambooHR
• Feature/Setting: Workflows with trigger on uncompleted onboarding document for staff notifications.
3.17. Aircall
• Feature/Setting: Place automated voice calls/reminders when SMS/email expires without response, using Call API.
3.18. Messenger API (Meta)
• Feature/Setting: Bot-driven direct messaging sent on intake stall event.
3.19. RingCentral
• Feature/Setting: SMS/voice messages triggered with Notification API; track message delivery.
3.20. AWS SES (Simple Email Service)
• Feature/Setting: Programmatic batch email sends with delivery reporting, triggered by intake system via SES API.
3.21. Freshdesk
• Feature/Setting: Automatic ticket creation and escalation on repeated intake non-completion.
3.22. Google Sheets
• Feature/Setting: Auto-update reminders column and email notifications using Apps Script when completion flag is false.
Benefits
4.2. Reduces manual tracking and follow-up, freeing clinical staff for higher-value tasks and decreasing human error.
4.3. Supports compliance with regulatory deadlines by logging contact attempts and communication history.
4.4. Facilitates omnichannel reach, engaging patients on their preferred platform and increasing response likelihood.
4.5. Optimizes patient onboarding timeline, improving care access and satisfaction in behavioral health programs.