Case Management & Intake AutomationPurpose
1. Automate initial eligibility screening for domestic abuse treatment applicants by extracting relevant data from intake forms.
2. Automate scheduling assessments with qualified staff based on applicant eligibility.
3. Automate notifications and next steps, ensuring immediate, clear client communication.
4. Support regulatory compliance and confidentiality by automating secure data handling.
5. Automate integration of eligibility and scheduling data into Electronic Health Records (EHR) and case management systems.
Trigger Conditions
1. New online or phone intake form submission.
2. Referral received from law enforcement or third-party agency.
3. Clinician marks a client as pending screening in the EHR.
4. Scheduled follow-up or re-assessment event is due.
5. Automated system detects missing documentation for an active case.
Platform Variants
1. Microsoft Power Automate
- Feature/Setting: Automated workflow trigger on form submission; configure with Forms and Outlook connectors.
2. Zapier
- Feature/Setting: Automate intake-to-calendar scheduling; use Google Forms + Google Calendar Zap templates.
3. Salesforce Health Cloud
- Feature/Setting: Custom Flow for Eligibility API; configure Process Builder for automation on case creation.
4. Twilio SMS
- Feature/Setting: Automate SMS notifications using Programmable SMS API; trigger via webhook on schedule confirmation.
5. SendGrid
- Feature/Setting: Automated email delivery via Send API; dynamic templates populated with eligibility results.
6. DocuSign
- Feature/Setting: Automate consent form processing via eSignature API; configure triggers on completed forms.
7. Google Sheets
- Feature/Setting: Automate data update using Sheets API; trigger on new intake entries for real-time status dashboarding.
8. Calendly
- Feature/Setting: Automate scheduling by embedding intake data in scheduling links via API.
9. Slack
- Feature/Setting: Automated staff alerts using Incoming Webhooks; message triggers on new qualified assessments.
10. AWS Lambda
- Feature/Setting: Automate custom logic for eligibility scoring; deploy via serverless function on case event.
11. AirTable
- Feature/Setting: Automate record updates and linkage; use Automations to trigger on new entries and status changes.
12. HubSpot
- Feature/Setting: Automate client onboarding pipeline; Workflow automation configured for new leads.
13. ServiceNow
- Feature/Setting: Flow Designer automation for case intake and triage; triggers on new incident reports.
14. Zoom
- Feature/Setting: Automate appointment link creation using Zoom API; triggered on assessment slot booking.
15. RedCap
- Feature/Setting: Automated eligibility rule enforcement via API and Webhooks on form submissions.
16. Okta
- Feature/Setting: Automate user provisioning for access to intake systems; use Lifecycle Hooks in automation.
17. Trello
- Feature/Setting: Power-Ups automate assessment task assignment; triggers on new intake card creation.
18. Intercom
- Feature/Setting: Automate chat follow-up on eligibility results; use Custom Bots rules and triggers.
19. Asana
- Feature/Setting: Automation Rules for assessment workflow steps; triggers on intake task completion.
20. Formstack
- Feature/Setting: Automate data routing from forms to case management apps; utilize integration API.
21. Google Meet
- Feature/Setting: Automatic meeting scheduling via Calendar API; triggered on eligibility passed decision.
22. Monday.com
- Feature/Setting: Automate item creation and alerts; use automations on intake-and-assessment boards.
Benefits
1. Automates eligibility checks for rapid, unbiased initial triage.
2. Eliminates manual scheduling bottlenecks to accelerate service access.
3. Automates secure, consistent communication to both staff and clients.
4. Promotes regulatory compliance by automating data handling and logs.
5. Increases capacity for intervention and support by automating repetitive admin tasks.
6. Reduces human error through automated synchronization of case, calendar, and notification data.