Welcome email and resource packet delivery

Purpose

1.1. Facilitate immediate patient engagement by automatically sending a personalized welcome email and a resource information packet upon intake into the alcoholism treatment program.
1.2. Ensure patients receive program details, contact info, helplines, community resources, confidentiality policies, and first steps for recovery.
1.3. Streamline onboarding by reducing manual staff workload, standardizing patient communications, and tracking successful delivery of critical information.

Trigger Conditions

2.1. New patient record created in intake system or EHR.
2.2. Patient submission of online intake form.
2.3. Manual registration entry by admin for walk-in patient.
2.4. Status change to “Onboarded” in CRM or EMS.
2.5. Patient’s email verified and not previously contacted.

Platform Variants

3.1. Twilio SendGrid
• Feature/Setting: Transactional Email API; set trigger for patient intake, configure dynamic templates, send resource attachments via SMTP API.

3.2. Mailgun
• Feature/Setting: Messages API; use stored templates, configure webhook to listen to new patient events, include healthcare-safe attachments.

3.3. Microsoft 365 Outlook
• Feature/Setting: Microsoft Graph API’s “sendMail”; automate email from authorized user, dynamic merge of patient info, attach PDFs.

3.4. Google Workspace Gmail
• Feature/Setting: Gmail API “users.messages.send”; compose and send branded emails from organization account, include resource links.

3.5. Amazon SES
• Feature/Setting: SendEmail API; trigger SES via Lambda or webhook, manage templates and direct PDF attachments.

3.6. Zoho Mail
• Feature/Setting: Connect API “sendMail”; attach onboarding documents, configure filter for new CRM addition.

3.7. Salesforce
• Feature/Setting: Process Builder/Flow “Send Email Alert”; define entry criteria for new contact, link resource packets from Files.

3.8. HubSpot
• Feature/Setting: Workflow “Send Email”; auto-email on contact property update, embed protected download links.

3.9. ActiveCampaign
• Feature/Setting: Automation “Send Email”; trigger via new/updated contact, include onboarding packet as PDF.

3.10. Intercom
• Feature/Setting: Series or Campaigns “Outbound Message”; add patient as new user, auto-dispatch onboarding email.

3.11. Drip
• Feature/Setting: Workflow “Send an Email”; fire on custom field created, add download link in body.

3.12. Freshdesk
• Feature/Setting: Automations “Send Email”; action on ticket (new patient), attach resource files.

3.13. Slack
• Feature/Setting: Slack API “chat.postMessage”; optional notification to staff channel with onboarding status.

3.14. Asana
• Feature/Setting: Rules “Send Email”; auto-trigger by new task (intake), use secure file links.

3.15. Notion
• Feature/Setting: API/Integration “Send Email with Attachment”; new database-entry webhook triggers onboarding message.

3.16. Monday.com
• Feature/Setting: Automations “Send an Email”; action on board item creation, template attachment.

3.17. Pipedrive
• Feature/Setting: Workflow Automation “Send Email”; after new deal made, send attached documents.

3.18. Quickbase
• Feature/Setting: Pipelines “Send Email”; trigger new record, upload resource files to secure link.

3.19. Airtable
• Feature/Setting: Automations “Send Email”; action on new patient record, attach resource from attachment field.

3.20. ClickUp
• Feature/Setting: Automations “Send Email”; send from workspace email on intake task, link to confidential PDF.

Benefits

4.1. Delivers onboarding pack instantly, improving patient experience and confidence.
4.2. Reduces admin workload through full or partial automation.
4.3. Ensures consistent information is securely delivered every time.
4.4. Enables tracking and reporting for compliance and follow-up.
4.5. Integrates with existing systems for seamless onboarding flows.