Task assignment to staff for follow-ups

Purpose

1.1. Ensure staff follow up with patients post-session, intake, or missed call, improving patient care continuity and reducing attrition.
1.2. Assign follow-up tasks based on event type—no-show, discharge, new intake, medication check, crisis call, or referral—to specific clinical or administrative staff.
1.3. Automate notifications to staff, synchronize task lists, remind via preferred channels, and provide escalation routing if tasks remain incomplete.
1.4. Track completion status, log outcomes, and update relevant EHR/CRM systems for compliance and workflow analytics.

Trigger Conditions

2.1. Patient no-show logged in EHR or scheduling tool.
2.2. New patient intake form submission.
2.3. Discharge summary finalized.
2.4. Missed call or after-hours voicemail detected.
2.5. Medication check due dates reached.
2.6. Referral case update entered.
2.7. Crisis or incident report filed.

Platform variants

3.1. Twilio SMS
• Feature: Programmable Messaging API
• Setting: Send SMS assignment to specific staff number
• Example: Configure webhook in Twilio to send task message upon new event record
3.2. SendGrid
• Feature: Mail Send API
• Setting: Automate email with follow-up details and patient reference
• Example: POST request with dynamic templates for each task
3.3. Slack
• Feature: Chat Post Message API
• Setting: Message assigned staff or channel with task and due date
• Example: Trigger workflow to post to user/channel with buttons to mark complete
3.4. Microsoft Teams
• Feature: Incoming Webhook
• Setting: Post adaptive card with task and action buttons
• Example: Configure webhook to send to specific team or group
3.5. Google Workspace
• Feature: Google Tasks API
• Setting: Add task to user’s Google Tasks list with deadline and description
• Example: Assign task and set due date from trigger event
3.6. Outlook 365
• Feature: Microsoft To Do API
• Setting: Create flagged task with all relevant patient info
• Example: Automate task creation with reminders
3.7. Salesforce Health Cloud
• Feature: Tasks API
• Setting: Assign follow-up task to healthcare provider or care team
• Example: Workflow rule to auto-create task for case update
3.8. HubSpot
• Feature: Tasks API
• Setting: Create task in CRM record owner’s queue
• Example: Assign based on intake source or trigger
3.9. Monday.com
• Feature: Items Management API
• Setting: Add item to staff board with status ‘Assigned’
• Example: Workflow adds item linked to patient
3.10. Asana
• Feature: Tasks API
• Setting: Assign follow-up as new task in designated project
• Example: Auto-assign users and due dates from form triggers
3.11. Trello
• Feature: Cards API
• Setting: Create card in staff queue with patient follow-up checklist
• Example: Configure webhook for each event
3.12. ClickUp
• Feature: Tasks API
• Setting: Add task to folder with due date
• Example: Triggered automation places task in staff’s inbox
3.13. Jira
• Feature: Issue Creation API
• Setting: Create issue in ‘Healthcare’ project as follow-up task
• Example: Webhook to auto-create and assign based on service line
3.14. Zoho CRM
• Feature: Tasks API
• Setting: Auto-assign to lead/contact record
• Example: Configure blueprint for workflow escalations
3.15. Notion
• Feature: Pages API
• Setting: Add page to task database with linked patient record
• Example: Automation adds property fields and assignment
3.16. Airtable
• Feature: Records API
• Setting: Insert row in ‘Staff Tasks’ table with due info
• Example: Set up integration to add assignment from external triggers
3.17. Intercom
• Feature: Conversations API
• Setting: Open new conversation with staff on follow-up needed
• Example: Auto-message to trigger user via inbox
3.18. Basecamp
• Feature: To-Dos API
• Setting: Create to-do on list for staff group
• Example: Assign person and due date in automation
3.19. Smartsheet
• Feature: Rows API
• Setting: Add row to task sheet, assign responsible staff
• Example: Configure update alerts for overdue tasks
3.20. Freshdesk
• Feature: Tickets API
• Setting: Open follow-up ticket for support or care team
• Example: Auto-assign ticket with patient event link
3.21. Todoist
• Feature: Tasks API
• Setting: Add follow-up to project list, assign collaborator
• Example: Automation sets priority and deadline
3.22. Pipedrive
• Feature: Activities API
• Setting: Create follow-up activity and assign to deal owner
• Example: Trigger based on new patient stage

Benefits

4.1. Minimizes missed follow-ups and ensures compliance.
4.2. Centralizes task tracking and improves inter-staff accountability.
4.3. Frees clinicians from manual assignment workload.
4.4. Provides audit trail and real-time visibility for management.
4.5. Enhances patient satisfaction and retention through timely engagement.