Automates patient appointment scheduling, confirmation, and reminder communications while updating practice management systems. Reduces no-shows and administrative overhead while ensuring patients receive timely notifications about their therapy sessions.
Patient requests appointment through online booking portal or therapist schedules session in practice management system
Each node represents an automated step. Connections show how data and decisions move through the workflow.
Detailed explanation of each automated stage in the workflow.
Patient submits appointment request through SimplePractice portal or therapist creates appointment directly in the system. Workflow initiates with appointment details and patient contact information.
System verifies therapist schedule for conflicts and determines if appointment time is available. Branches workflow based on availability status.
Automatically sends confirmation email and SMS to patient with appointment details, therapist information, and Doxy.me telehealth link if virtual session. Updates appointment status to confirmed.
Sets up automated reminders at 48 hours, 24 hours, and 2 hours before appointment via email and SMS. Includes session preparation instructions and intake forms if needed.
Triggers insurance verification check and updates patient record with coverage details. Flags any authorization requirements for the upcoming session.
Pre-populates session note template with patient information, treatment plan goals, and previous session summary. Ensures clinical documentation is ready for therapist use.
Creates summary report with confirmed appointment details, reminder schedule status, and any required follow-up actions. Sends notification to practice administrator if manual intervention needed.
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