Automate collection and organization of student medical information

Purpose

1.1. Streamline, standardize, and securely manage the intake, updating, and organization of student medical records throughout onboarding and ongoing Aikido school enrollment processes.
1.2. Ensure medical data is automatically collected, validated, categorized, and made readily accessible to staff with compliance to privacy requirements.
1.3. Minimize manual paperwork, reduce risk of data loss, and ensure timely alerts for missing, incomplete, or expiring medical documents.

Trigger Conditions

2.1. New student registration form initiated or submitted.
2.2. Medical information update requested by staff or mandated at periodic intervals.
2.3. Expiration or critical alert detected (e.g., allergy record due for review).
2.4. Parent/guardian or student uploads new document.
2.5. Staff imports data from a spreadsheet or connected database.

Platform Variants

3.1. Google Forms
• Feature/Setting: Responses API; auto-forward submissions to cloud storage, Sheets, and notify via webhook.
3.2. JotForm
• Feature/Setting: "Webhooks" setting; auto-send completed medical forms to CRM and database APIs.
3.3. Typeform
• Feature/Setting: "Responses" API endpoint; collect structured medical inputs for further processing.
3.4. Airtable
• Feature/Setting: "Automations" with "Form Submitted" trigger; sync medical data to centralized tables.
3.5. Zoho Creator
• Feature/Setting: "Deluge Script"; auto-parse student submissions into medical records modules.
3.6. Salesforce
• Feature/Setting: "Web-to-Lead" and "REST API"; map incoming medical data to student objects.
3.7. Microsoft Forms
• Feature/Setting: Power Automate connector; transfer entries to secure SharePoint list.
3.8. HubSpot
• Feature/Setting: "Forms API" and custom properties for medical info; automate workflow enrollment.
3.9. DocuSign
• Feature/Setting: "Envelope Sent" and "Envelope Complete" webhook; trigger medical document filing.
3.10. Dropbox
• Feature/Setting: "File upload" webhook; auto-classify and move medical PDFs to student folders.
3.11. Box
• Feature/Setting: "Content API - Uploads" and "Metadata API"; automate tagging/organization by student.
3.12. Google Drive
• Feature/Setting: "Drive API - File Watch" to detect new uploads; auto-move to "Medical Records" folder.
3.13. Slack
• Feature/Setting: Incoming Webhooks + bots; alert admins on new/urgent medical entries.
3.14. Trello
• Feature/Setting: Automatic card creation via API when medical task initiated; categorize by urgency.
3.15. Monday.com
• Feature/Setting: Forms & Automations; auto-fill board rows for each medical information submission.
3.16. Notion
• Feature/Setting: Database API; log medical records in a secure knowledge base with audit log.
3.17. Freshdesk
• Feature/Setting: API-triggered ticket creation; assign medical form reviews to staff.
3.18. Zapier
• Feature/Setting: Multiple step zaps using Form and Cloud Storage connectors for routing data.
3.19. Make (Integromat)
• Feature/Setting: Scenario triggers for incoming forms/files, paths for validation or error reports.
3.20. Twilio
• Feature/Setting: Messaging API; notify guardians or students via SMS for missing/urgent medical info.
3.21. SendGrid
• Feature/Setting: Email API; send confirmation/requests when medical data is submitted or lacking.
3.22. Calendly
• Feature/Setting: Webhooks; flag students enrolling for intro session if medical data incomplete.
3.23. Intercom
• Feature/Setting: Custom bot; auto-message parents for incomplete or flagged medical records.
3.24. AWS S3
• Feature/Setting: Event notification on new document upload; route file to medical review service.

Benefits

4.1. Accelerated onboarding and reduced paperwork for Aikido schools.
4.2. Secure compliance-ready data handling with centralized management.
4.3. Automatic reminders and workflow escalation for actionable medical situations.
4.4. Increased data accuracy and fast, staff-wide retrieval at point of need.
4.5. Error reduction in form collection, file management, and staff notifications.