Purpose
1. Automate the delivery, tracking, and renewal of consent forms for patients undergoing ongoing fertility treatments, reducing human error, ensuring compliance, improving patient experience, and maintaining up-to-date legal documentation automatically across digital, email, SMS, and EHR channels.
Trigger Conditions
1. Treatment cycle schedule triggers automated renewal reminders.
2. Imminent expiry of existing consent forms triggers automation.
3. Patient milestone reached (e.g., prior to egg retrieval or embryo transfer) automatedly initiates renewal.
4. Policy changes automate sending of updated consent forms.
Platform Variants
1. DocuSign
• Feature/Setting: eSignature Request – configure automated sending of template-based forms with expiry dates.
2. Adobe Sign
• Feature/Setting: Automated Workflows – pre-fill patient data and automate email delivery/reminders.
3. Twilio SMS
• Feature/Setting: Automated SMS Alerts – automate consent renewal reminders with embedded secure links.
4. SendGrid
• Feature/Setting: Transactional Email API – automate sending of personalized consent renewal requests.
5. Zapier
• Feature/Setting: Multi-app Zaps – automate trigger-action chains between EHR, email, SMS, CRM.
6. Microsoft Power Automate
• Feature/Setting: Flow – automate form generation and track completion status in SharePoint.
7. Salesforce Health Cloud
• Feature/Setting: Process Builder – automate consent record creation and task assignments.
8. Google Forms + Apps Script
• Feature/Setting: Scripted Triggers – auto-generate forms and automate reminder emails.
9. Jotform
• Feature/Setting: Approval Flows – automate conditional approvals, trigger patient follow-up.
10. Cognito Forms
• Feature/Setting: Workflow Automation – automate recurring form renewals with custom logic.
11. PandaDoc
• Feature/Setting: Scheduled Document Automation – send, follow-up, and archive consent renewals.
12. Formstack
• Feature/Setting: Data Routing – automate form dispatch and result syncing with EHRs.
13. Medisoft
• Feature/Setting: Scheduler Integration – automate patient notifications based on treatment calendar.
14. Slack API
• Feature/Setting: Workflow Builder – automate internal alerts when forms are not returned.
15. Mailgun
• Feature/Setting: Automated Campaigns – manage customized email automation for renewals.
16. HubSpot
• Feature/Setting: Workflow Automation – track consent status and automate reminder tasks.
17. Monday.com
• Feature/Setting: Automations – auto-update board items as patient consents are renewed.
18. Notion API
• Feature/Setting: Automated Entry Updates – synchronize patient records upon renewal completion.
19. Make (formerly Integromat)
• Feature/Setting: Automated Scenarios – chain together triggers, mail, and form updates.
20. AWS Lambda
• Feature/Setting: Scheduled Functions – automate backend logic for consent renewals based on EHR data.
21. Freshdesk
• Feature/Setting: Ticket Automation – create support tickets until form renewal is completed.
Benefits
1. Automates reduction of manual follow-ups, saving staff time.
2. Automator ensures compliance with legal and accreditation requirements.
3. Automated tracking and reporting streamlines audits.
4. Automating patient experience increases satisfaction and completion rates.
5. Automates error reduction, maintaining up-to-date and secure patient consent records.
6. Automation enhances scalability for clinics handling increasing patient volumes.
Medical Workflow & Treatment Coordination