Patient Onboarding and Intake AutomationPurpose
1.2. Streamline and automate intake processes, ensuring real-time tracking, documentation, and reporting during patient onboarding.
1.3. Replace manual data entry and communication with seamless, automated notification, record updates, and compliance documentation.
1.4. Provide automated insights into onboarding stages and automate regulatory reporting across healthcare teams to enhance efficiency, accuracy, and care continuity.
Trigger Conditions
2.2. Nurse updates patient status in EHR/EMR platform.
2.3. Scheduled periodic review/check-in triggers status evaluation.
2.4. Doctor or admin marks onboarding stage as ‘complete’ in the relevant system.
2.5. Patient communications received via SMS, email, or chat platforms trigger review.
2.6. Automated alerts from wearable health devices indicating readiness for next onboarding step.
2.7. Third-party integration (e.g., insurance approval) finalizes onboarding requirements.
Platform Variants
3.1. Salesforce Health Cloud
• Feature/Setting: Automate record updates using Process Builder/Flow for Patient Status field.
• Sample Config: Configure automated Flow to run on intake object modification.
3.2. Epic Systems
• Feature/Setting: Use HL7 FHIR API to automate status fields update on PatientResource.
• Sample Config: Scheduled automation with Epic’s App Orchard integration.
3.3. Cerner
• Feature/Setting: Automate onboarding through Cerner Ignite APIs for health record automation.
• Sample Config: Configure Integration Environment to POST onboarding status.
3.4. Microsoft Power Automate
• Feature/Setting: Automate running flows triggered by new onboarding in Microsoft Forms, updating SharePoint patient registers.
• Sample Config: Set automated flow ‘When a new response is submitted’ → ‘Update item’ in SharePoint.
3.5. Google Sheets + Apps Script
• Feature/Setting: Use Google Forms submission to automate patient onboarding logs and status calculation by custom Apps Script.
• Sample Config: Script triggers on form submit, writes to onboarding sheet, flags completion.
3.6. Twilio SMS
• Feature/Setting: Automate patient or nurse notifications for status change using Twilio SMS API (`/Messages`).
• Sample Config: Webhook triggers with patient onboarding status, automating SMS dispatch.
3.7. Slack
• Feature/Setting: Automate Slack notifications using Slack API (`chat.postMessage`) when onboarding stage updates.
• Sample Config: Automator posts to #nurse-onboarding with new status.
3.8. SendGrid
• Feature/Setting: Automate onboarding completion emails using SendGrid Mail Send API (`/mail/send`).
• Sample Config: Trigger automated congratulatory email on stage completion.
3.9. DocuSign
• Feature/Setting: Automate onboarding consent form sending and status tracking via DocuSign eSignature REST API (`envelopes:create`).
• Sample Config: Automated envelope creation when intake is logged.
3.10. Zapier
• Feature/Setting: Automate cross-platform process by triggering Zaps on new onboarding forms; update CRMs and HR tools.
• Sample Config: Trigger on ‘New Patient’ in Typeform; action ‘Update Row’ in Google Sheets.
3.11. HubSpot
• Feature/Setting: Automate status as property update using HubSpot Workflows or API (`crm/v3/objects/contacts`).
• Sample Config: Workflow triggers on intake form, automates property update 'Onboarding Stage'.
3.12. BambooHR
• Feature/Setting: Automate onboarding reports by pushing updates via BambooHR API (`/employees/{id}` endpoint).
• Sample Config: Automator patches ‘Onboarding Status’ for targeted employees.
3.13. Asana
• Feature/Setting: Automate intake and reporting with Asana API (`tasks.update`) for onboarding checklist completion.
• Sample Config: Task automator triggers checklist update upon intake event.
3.14. Monday.com
• Feature/Setting: Automate status columns updated in real-time, using Monday.com API (`/change_column_value.json`).
• Sample Config: Automator on form submit changes ‘Onboarding Status’ column.
3.15. Airtable
• Feature/Setting: Automate onboarding logs and status using Airtable Automations with Airtable API (`PATCH /records`).
• Sample Config: Trigger on Intake form record creation, patch status field.
3.16. BambooHR
• Feature/Setting: Automate internal alerts/reports using webhook-triggered flows in BambooHR.
• Sample Config: Automated email and dashboard update when onboarding complete.
3.17. Intercom
• Feature/Setting: Automate messaging flows or in-app alerts triggered by patient onboarding progression using Intercom API (`messages`).
• Sample Config: Automatic onboarding tip messages per patient status.
3.18. Workday
• Feature/Setting: Automate HR onboarding completion status via Workday REST API (`PUT onboardingParticipations`).
• Sample Config: Automator triggers HR update post medical intake completion.
3.19. Freshdesk
• Feature/Setting: Automate ticket creation for nurse onboarding queries and automatedly close/open tickets via API (`tickets`).
• Sample Config: Automated onboarding status triggers ‘resolve’ for related tickets.
3.20. Trello
• Feature/Setting: Automate Trello card movement between lists as onboarding progresses, using Trello API (`/cards/{id}` `PUT`).
• Sample Config: When patient status is updated, automator moves patient card to “Onboarding Complete”.
3.21. Pipedrive
• Feature/Setting: Automate person record updates for onboarding completion via Pipedrive API (`PUT/persons/{id}`).
• Sample Config: Automator triggered by form completion, updates onboarding completion field.
3.22. ClickUp
• Feature/Setting: Automate onboarding status field updates using ClickUp API (`/task/{task_id}`).
• Sample Config: Intake completes, automator updates corresponding task status.
Benefits
4.2. Automated, real-time status updates keep nursing teams and admin in perfect sync.
4.3. Increases throughput by automatedly flagging onboarding bottlenecks for action.
4.4. Ensures automatable compliance and audit tracking for healthcare standards.
4.5. Strengthens patient experience with automated status alerts and completion notifications.
4.6. Supports automating onboarding analytics for continuous healthcare improvement.
4.7. Automates cross-platform information flow, eliminating silos and duplicated entry.