Financial assistance application distribution

Purpose

1. Automate distribution of financial assistance application forms to eligible patients for women's health clinics in Obstetrics & Gynecology.

2. Automates identification of patients needing aid via defined criteria (e.g., uninsured, self-pay, or flagged during intake).

3. Fully automates emailing, SMS, printed mailouts, and portal-based delivery of aid applications with tracking.

4. Enables automators to automate follow-up reminders, collect digital signatures, automate route incomplete forms for review, and ensure automatable compliance with privacy and verification requirements.

5. Integrates automating eligibility checks, document uploads, and application status updates directly in the clinic’s patient/case management systems.

Trigger Conditions

1. New patient intake form with qualifying financial hardship or insurance status detected.

2. Clinician or billing staff adds eligibility code/note in EHR/EMR.

3. Patient replies to SMS or email requesting assistance information.

4. Scheduled batch review of upcoming appointments for automating outreach to potentially qualifying patients.

5. Automated insurance claim denials or self-pay bills above a threshold are generated.

Platform Variants

1. Salesforce Health Cloud

• Feature/Setting: Process Builder/Flows with automated triggers on Patient Financial Status.
  
• Configure API: Automate distributed application generation via custom Flow and send via Communication Action.
  

2. Epic EHR

• Feature/Setting: Epic Interconnect API for automating outreach based on eligibility workflow triggers.
  
• Configure API: Automate sending MyChart message with application form attachment.
  

3. Cerner

• Feature/Setting: Cerner Millennium FHIR APIs to automate patient outreach task creation.
  
• Configure API: Automate distribution through Secure Message/Patient Portal.
  

4. Microsoft Power Automate

• Feature/Setting: Automate with trigger on new qualifying Patient record or billing code.
  
• Configure: Send Outlook, Teams, and Forms with tracked application links.
  

5. Twilio SMS

• Feature/Setting: Automate programmable Messaging API; send SMS with secure application link.
  
• Example Config: Message body includes unique patient token for portal access.
  

6. SendGrid

• Feature/Setting: Transactional API automates bulk/discrete patient email distribution.
  
• Configure: Dynamic email templates with automating tracking parameters.
  

7. DocuSign

• Feature/Setting: API for automated sending of financial aid forms for e-signature.
  
• Configure: Pre-populate patient data in document, track completion status.
  

8. Google Workspace (Apps Script/Gmail/Drive)

• Feature/Setting: Apps Script automates email with PDF form from Google Drive; automated reminder scheduling.
  
• Configure: Google Form links or auto-generated PDFs sent from alias.
  

9. AWS SES

• Feature/Setting: Automate bulk application email sending using Lambda triggers from EHR export.
  
• Configure: S3 PDF applications, SES message templates, tracking.
  

10. Zapier

• Feature/Setting: Automates multi-app workflow—intake to status update to email/SMS/CRM update.
  
• Configure: Zaps triggered from EHR or billing software webhook.
  

11. Meditech

• Feature/Setting: Event-driven automation via NPR Reports or Expanse APIs.
  
• Configure: Automatic secure email/SFTP/PDF generation for financial assistance applications.
  

12. Formstack

• Feature/Setting: HIPAA-compliant forms automate patient-driven submission linked to intake.
  
• Configure: Auto-email/patient portal forms, integrate with CRM/EHR.
  

13. Jotform Enterprise

• Feature/Setting: Automated form assignment and reminders; prefilled using API data.
  
• Configure: API-driven form distribution and workflow automation.
  

14. Slack

• Feature/Setting: Incoming webhooks automate notification to financial aid teams of new requests.
  
• Configure: Automated channel alerts with patient and action links.
  

15. Monday.com

• Feature/Setting: Automate status board creation per patient; reminders and PDF uploads tracked.
  
• Configure: API updates on aid application progress, automated reminders.
  

16. HubSpot

• Feature/Setting: CRM workflows automate patient record enrichment, automated email drip for reminders.
  
• Configure: Workflow sends forms and updates engagement timeline.
  

17. Salesforce Marketing Cloud

• Feature/Setting: Journey Builder automates conditional email/SMS applications and follow-ups.
  
• Configure: Triggered sends on patient segment changes.
  

18. Intercom

• Feature/Setting: Automate in-app/website message triggers offering financial aid info.
  
• Configure: Chatbot automatically sends application links.
  

19. Mailchimp

• Feature/Setting: Automated campaigns for eligible lists, reminders, and completion nudges.
  
• Configure: Segment clinics’ qualifying patients and send sequences.
  

20. Box (Cloud Content Management)

• Feature/Setting: API-automate storing and permissioning submitted applications/follow-ups.
  
• Configure: Upload, tag, and route new applications to billing team.
  

Benefits

1. Automates substantial manual workload and reduces errors in forms distribution.

2. Guarantees automatable compliance with notification and documentation requirements.

3. Improves patient satisfaction by automatedly expediting access to aid.

4. Enhances tracking and analytics via automation-ready reporting and reminders.

5. Enables clinics to automate faster qualification and reduce missed opportunities for patient assistance.