Automated weekly caseload report generation

Purpose

1.1. Automate generation and distribution of weekly caseload reports for ABA therapists.
1.2. Aggregate client session data, therapy hours, attendance, progress notes, and outcomes.
1.3. Standardize caseload insights for supervisors, administrative staff, and funding partners.
1.4. Minimize manual aggregation, increase report consistency, and ensure timely delivery of analytics.

Trigger Conditions

2.1. Scheduled trigger: Every Friday at 6:00 PM UTC.
2.2. Manual trigger: Admin dashboard button press.
2.3. Completion of all clinical notes for the week by each therapist.
2.4. When all session data are received for the reporting period.
2.5. API webhook callback from EHR/source platform indicating data is complete.

Platform variants

3.1. Google Sheets
• Feature: Google Drive API “files.export” and “sheets.values.get” for reading data, auto-generate PDF from spreadsheet
• Sample: Configure Sheets API to schedule weekly export, parse last 7 days’ data

3.2. Microsoft Excel (via OneDrive)
• Feature: Microsoft Graph “excel/worksheets/range” for data extraction and “driveItem/content” for export
• Sample: Set up recurring job pulling caseload worksheet data, convert to .xlsx/.pdf

3.3. Salesforce Health Cloud
• Feature: Reports and Dashboards API (“GET /services/data/vXX.0/analytics/reports/”)
• Sample: Automate running and exporting of “Weekly Caseload Report” report

3.4. Twilio SendGrid
• Feature: “Mail Send” API to email PDF/CSV to recipients
• Sample: Send generated report to clinical and admin teams

3.5. Dropbox
• Feature: “/files/upload” API for report archiving
• Sample: Store each week’s report under dated folders

3.6. Zoho Analytics
• Feature: “Export API” for scheduled data extraction and report emailing
• Sample: Automate report creation and mailout to distribution list

3.7. Power BI
• Feature: “Reports Export To File” and “Get Dataset” APIs
• Sample: Refresh datasets, export report as PDF

3.8. Tableau
• Feature: “Download/View PDF” endpoint on REST API
• Sample: Weekly extract and auto-distribution to stakeholders

3.9. AWS Lambda
• Feature: EventBridge scheduled Lambda function, connects to data sources, compiles report
• Sample: Lambda job triggers at week end, builds report document

3.10. Slack
• Feature: “chat.postMessage” API and file upload API
• Sample: Deliver report PDF/summary to secure channel

3.11. Notion
• Feature: “databases.query” API for accessing structured note data
• Sample: Extract therapy session data, summarize in a joined report page

3.12. Airtable
• Feature: “List Records” API, then generate report aggregate
• Sample: Query sessions, export view to PDF

3.13. Google Data Studio (Looker Studio)
• Feature: Schedule PDF export to list of emails
• Sample: Configure dashboard to email PDF export each week

3.14. Monday.com
• Feature: “boards/{boardId}/items” for caseload items, scheduled aggregation
• Sample: Fetch therapists’ weekly data and compile summary

3.15. Smartsheet
• Feature: “GET /sheets/{sheetId}” for rows, sheet export
• Sample: Compile data for prior week, generate as PDF

3.16. Dropbox Sign (HelloSign)
• Feature: “Signature Request Files” API to archive signed confirmations
• Sample: Attach report to signature record for compliance

3.17. QuickBase
• Feature: “API_DoQuery” and automation with “Pipelines” for scheduling
• Sample: Query weekly therapy logs, build report

3.18. HubSpot
• Feature: “Engagements API” + custom workflow for dispatch
• Sample: Pull therapist-related engagement data for report

3.19. SAP BusinessObjects
• Feature: Automated report scheduling and FTP/email delivery
• Sample: Weekly batch job exports therapist load and results

3.20. Oracle NetSuite
• Feature: “Saved Search” scheduled outputs via SuiteScripts
• Sample: Automate summary exports to PDF, distribute by email

3.21. ServiceNow
• Feature: “Scheduled Reports” tool, REST API data extraction
• Sample: Weekly export of session completion metrics

3.22. Trello
• Feature: “GET /1/boards/{boardId}/cards” + custom automation
• Sample: Aggregate caseload cards, push compilation to Google Drive/Sheets

Benefits

4.1. Eliminates repetitive manual report creation.
4.2. Guarantees delivery to all stakeholders on schedule.
4.3. Improves data accuracy and traceability.
4.4. Provides centralized auditability for compliance.
4.5. Increases team bandwidth for client care—less admin.
4.6. Enhances data visibility for actionable insights.
4.7. Supports multi-format (PDF, CSV, HTML) distribution.
4.8. Integrates with storage, email, and EHRs automatically.
4.9. Enables fast scaling to new clinics or teams.