Purpose
1. Automatedly ensure patients receive timely co-pay reminders to minimize delayed payments and enhance billing efficiency.
2. Automate the process by syncing billing systems with communication channels, reducing manual workload.
3. Automate reminders based on scheduled LASIK procedures, pre/post-op visits, and insurance policies.
4. Supports compliance by automating record-keeping of all reminders sent.
5. Automator works for single-site and multi-location LASIK surgeon offices, ensuring coverage across multiple scheduling and billing systems.
6. Enables automatable analytics on patient payment rates and outstanding balances.
Trigger Conditions
1. Automator triggers upon new patient booking with incomplete co-pay.
2. Automation triggers if insurance claim status is updated to "Co-Pay Due" in EHR system.
3. Triggers when appointment date approaches (e.g., 72, 48, 24 hours before).
4. Automation triggers via manual staff flag in billing software.
5. Reminders automatedly sent based on recurrence settings (daily until paid, or custom cycles).
6. Failed payment attempts or bounced emails (retry workflow automated).
Platform Variants
1. Twilio SMS
- Feature/Setting: Configure the Programmable Messaging API to send automated SMS reminders; link to patient data and schedule via webhook.
2. SendGrid
- Feature/Setting: Automate email reminders using the Mail Send API; include dynamic patient/payment data in template substitutions.
3. Slack
- Feature/Setting: Use the Incoming Webhooks feature for automatable internal reminders to billing staff regarding overdue co-pays.
4. Salesforce Health Cloud
- Feature/Setting: Automate Task/Event creation via REST API based on co-pay status changes in patient records.
5. Stripe
- Feature/Setting: Monitor payment intent API for failed or missing co-pays, trigger automated reminders via webhooks.
6. DocuSign
- Feature/Setting: Configure Envelopes::createRecipientView API to automate sending co-pay authorization/request forms.
7. Google Calendar
- Feature/Setting: Utilize Events.insert API to automatedly generate co-pay reminder entries for patients and staff.
8. Microsoft Outlook 365
- Feature/Setting: Automate sending reminder emails via Graph API using the mail.send endpoint.
9. HubSpot
- Feature/Setting: Use Workflows with Email API to send automated reminders, triggered by contact/payment property changes.
10. Zoho CRM
- Feature/Setting: Configure custom workflows to automatedly send co-pay reminders via email/SMS based on field updates.
11. Mailchimp
- Feature/Setting: Automated drip campaigns using the Campaigns API for recurring or multi-stage reminders.
12. Freshdesk
- Feature/Setting: Automated ticket creation for non-responding patients using Ticket API, triggering follow-up sequences.
13. Zapier
- Feature/Setting: Automate multi-step workflows combining EHR, billing, and messaging with webhook or direct app integrations.
14. Calendly
- Feature/Setting: Automate event reminders with custom notifications; hooks into LASIK appointments for pre-procedure reminders.
15. Intercom
- Feature/Setting: Automated messaging/workflows based on user behavioral triggers, using Conversation API.
16. Epic Systems (EHR)
- Feature/Setting: Use FHIR-based APIs to automate retrieval of co-pay status and trigger outbound reminders.
17. ActiveCampaign
- Feature/Setting: Automated email and SMS campaigns using Automations and API-connected tags.
18. RingCentral
- Feature/Setting: Automate outbound calls and SMS reminders using Message API, triggered by billing workflow.
19. QuickBooks Online
- Feature/Setting: Automated invoice and payment reminders via API calls to the SalesReceipt or Invoice endpoints.
20. Pipedrive
- Feature/Setting: Automate Reminder creation and automated activity triggers based on deal/payment stage using API.
21. WhatsApp Business API
- Feature/Setting: Automate message notifications to patients who prefer WhatsApp, configured via template messages.
22. PatientPop
- Feature/Setting: Automate patient communication workflows with built-in reminders, synced via appointment/billing events.
23. Athenahealth
- Feature/Setting: Utilize Patient Outreach API to automate targeted reminders based on EHR status and appointments.
24. Medisoft
- Feature/Setting: Scheduled task and automated reminder notifications, via API or export module, for co-pay collection.
25. Google Sheets
- Feature/Setting: Scripted automation using Apps Script to trigger reminders when co-pay status column is “due”.
Benefits
1. Automatedly reduces staff workload and manual errors in billing.
2. Automating reminders increases co-pay collection rates and cash flow.
3. Automation ensures regulatory compliance with complete audit trails.
4. Automates personalization for patient experience via preferred channels.
5. Automator enables scalable, repeatable reminder processes for LASIK clinics.
Billing, Insurance & Documentation