Automated cancellation and rescheduling workflows

Purpose

1.1 Automate the end-to-end process for patients to cancel or reschedule audiology appointments without manual intervention.
1.2 Automate intake of requests (SMS, email, web portal, phone), adjustment of schedules, real-time patient notification, reallocation of clinical resources, and database updates.
1.3 Automate instant feedback for eligibility checks by insurance or physician referrals before rescheduling.
1.4 Ensure compliance by automatedly logging all actions for healthcare audit trails and regulatory purposes.
1.5 Automate downstream effects, such as bill adjustments, follow-up reminders, and report generation for staff.

Trigger Conditions

2.1 Patient initiates cancellation/reschedule via SMS, phone, email, web portal, or patient app.
2.2 Administrative staff enters request into EHR system.
2.3 Automated notification from calendar or scheduling tool on patient conflict.
2.4 Expiry or confirmation deadlines trigger automated workflow.
2.5 Audit and compliance timeline or regulation triggers require automated reassessment.

Platform Variants

3.1 Twilio SMS
• Feature: "Programmable Messaging" API to receive cancellation SMS, trigger workflow.
Config: Webhook endpoint for inbound message parsing and automation trigger.
3.2 SendGrid
• Feature: "Inbound Parse" to capture cancellation/reschedule emails and automate response/forwarding.
Config: SMTP endpoint parsing and instant workflow automation.
3.3 Calendly
• Feature: "Webhooks" and "Calendar API" for automating event cancellations and rescheduling.
Config: Enable outbound webhook with appointment event types.
3.4 Google Calendar
• Feature: "Calendar API" to automate insert, delete, or update of events based on workflow triggers.
Config: Use watch channels for real-time changes.
3.5 Microsoft Outlook
• Feature: "Calendar REST API" automate appointment item updates/cancellations.
Config: App registration for webhook subscriptions.
3.6 Salesforce Health Cloud
• Feature: "Flows" and "Platform Events" to trigger automated patient record updates and notifications.
Config: Automate using Flow Builder with appointment objects.
3.7 Epic EHR
• Feature: "App Orchard" FHIR APIs for automating appointment resources cancellation/adjustment.
Config: Patient appointment update endpoint.
3.8 Cerner EHR
• Feature: "FHIR Scheduling API" for automating appointment bookings and adjustments.
Config: Scheduled webhook triggers.
3.9 Zoom
• Feature: "Meeting API" automate cancellation/rescheduling of telehealth sessions.
Config: Webhook for scheduled meeting events.
3.10 Google Meet
• Feature: "Calendar API Integration" to automate video link generation/cancellation with reschedule triggers.
Config: Automated event update for add/remove conferencing.
3.11 Slack
• Feature: "Slash Commands" and "Workflow Builder" automate patient notifications to staff on schedule changes.
Config: Custom workflow triggered by event hooks.
3.12 HubSpot
• Feature: "Workflows" for automating email/SMS to patients on booking changes.
Config: Triggered sequence with timeout and feedback capture.
3.13 Intercom
• Feature: "Inbox and Bots" automate intake of cancellation or reschedule request from patient chat.
Config: Bot conversation branching on intent recognition.
3.14 Zendesk
• Feature: "Triggers and Automations" automate ticket generation for every change, notify staff and track status.
Config: Webhook integration for scheduling events.
3.15 Zapier
• Feature: "Multi-step Zaps" for automating cross-platform actions (email, calendar, CRM updates).
Config: Event-to-action mapping on app triggers.
3.16 Notion
• Feature: "API and Automation" for automated patient record and task updating.
Config: Calendar entry database sync via automation.
3.17 Freshdesk
• Feature: "Automations/Dispatch'r" for creating and updating tickets and automated notifications on schedule changes.
Config: Trigger on inbound scheduling emails.
3.18 Aircall
• Feature: "Webhook Integrations" automate capture of phone cancellations and patient info to CRM/EHR.
Config: Call-end event to trigger webhook.
3.19 DocuSign
• Feature: "API" automate sending/rescinding consent forms after cancellations or prior to new appointments.
Config: Envelope updates on event webhook.
3.20 AWS Lambda
• Feature: "Function as a Service" allows implementation of custom code automating workflows between platforms with triggers.
Config: Triggered on HTTP webhook; integrates multi-app automation steps.

Benefits

4.1 Automated workflows reduce staff manual load, improving operational efficiency.
4.2 Automation minimizes risk of double-booking and mitigates lost clinic hours.
4.3 Automatedly ensures compliance with healthcare data privacy and documentation requirements.
4.4 Automator provides enhanced patient experience via immediate, automated notifications and confirmations.
4.5 Automation enables comprehensive analytics and reporting on patient flow and cancellations for business optimization.