Automatic assignment of case managers

Purpose

1.1. Automatically assign a qualified case manager to new patient intakes in an alcoholism treatment facility by integrating EHR, intake forms, and workforce management, ensuring instant, fair, and skill-based workload distribution for improved care continuity, regulatory compliance, and reduced administrative overhead.

Trigger Conditions

2.1. New patient intake form submitted via web portal or app.
2.2. Referral received from partnering provider.
2.3. EHR entry for client assessment added.
2.4. Patient appointment booked online/phone.
2.5. Insurance eligibility confirmed for alcoholism treatment.

Platform Variants

3.1. Salesforce Health Cloud
• Feature/Setting: Flows for Case Assignment—Configure "Assignment Rules" to route intake cases using intake form fields.
3.2. Epic Systems
• Feature/Setting: Interconnect API—Automate patient record monitoring and fire case assignment tasks based on new alcohol-use cases.
3.3. Cerner Millennium
• Feature/Setting: CareAware Assignments—Set HL7 triggers to automatically assign coordinators for new admits with substance-use disorders.
3.4. Microsoft Power Automate
• Feature/Setting: Logic Flows—Trigger on Microsoft Forms/SharePoint submission, use conditional logic to create case assignment tasks in Microsoft Teams.
3.5. Google Workspace
• Feature/Setting: Apps Script—Respond to new Google Form intakes, update Google Sheets roster, and send assignment emails via Gmail API.
3.6. Zoho CRM
• Feature/Setting: Workflow Rules—Set “Auto-Assignment Rules” based on intake form fields for case manager assignment.
3.7. HubSpot
• Feature/Setting: Workflows—Trigger on form submission to assign tickets to owners matching treatment track.
3.8. Docusign
• Feature/Setting: PowerForms—Trigger upon signed intake documents, create assignment via Connect event notification API.
3.9. Jotform
• Feature/Setting: Approvals—Incoming completed forms trigger assign-to-team automations by specialty.
3.10. Slack
• Feature/Setting: Workflow Builder—Trigger workflow on form submission, post assignment and notify case manager in #intakes.
3.11. Monday.com
• Feature/Setting: Automations—Configure "When form submitted, assign to person" using workload balancing and skill-matching.
3.12. Trello
• Feature/Setting: Butler Automation—On new card (intake), assign to team member based on keywords or labels.
3.13. ServiceNow
• Feature/Setting: Flow Designer—Monitor new case creation, auto-assign to agents by skills profile and caseload criteria.
3.14. Freshdesk
• Feature/Setting: Automations—Assign new tickets tagged “alcohol recovery” to expert staff automatically.
3.15. Zendesk
• Feature/Setting: Triggers—HTTP targets assign tickets to specified agents based on triggers in intake.
3.16. Asana
• Feature/Setting: Rules—Create "Form submission → assign task" automation; notify via Asana inbox.
3.17. Intercom
• Feature/Setting: Workflows—Trigger auto-assignment based on user properties or tagging of new conversations.
3.18. Airtable
• Feature/Setting: Automations—New record created triggers update to “Assigned Case Manager” field using roster table.
3.19. PagerDuty
• Feature/Setting: Event Rules—Trigger new incident for patient intake, auto-assign responder with correct role.
3.20. Twilio
• Feature/Setting: Studio Flows—Trigger SMS on intake submission, assign respondent in workflow, update CRM/system via API.

Benefits

4.1. Rapid, bias-free assignment matches patients to best-suited case manager instantly.
4.2. Reduces manual clerical work, improving speed and accuracy.
4.3. Provides full audit trails for regulatory and quality control.
4.4. Ensures compliance with capacity limits and licensure scopes.
4.5. Scales with increasing intakes across multiple channels and locations.