Appointment scheduling and reminder system

Step-by-Step Breakdown

Detailed explanation of each automated stage in the workflow.

1. 1

   Trigger

   Capture appointment request

   Patient submits appointment request with preferred dates, times, and therapy type through WebPT patient portal or staff enters phone request. System captures patient demographics and referral information.

   WebPT
2. 2

   Action

   Verify insurance eligibility

   Automatically checks patient's insurance coverage, copay amounts, and authorization requirements through Therabill integration. Validates benefits and prior authorization status for requested therapy services.

   Therabill
3. 3

   Decision

   Check therapist availability

   Evaluates therapist schedules and specializations against patient needs and preferences. Routes to appropriate specialist based on condition type and insurance network participation.

   WebPTRaintree Systems
4. 4

   Action

   Schedule and confirm appointment

   Books appointment slot with matching therapist and sends initial confirmation to patient via SMS and email. Updates therapist calendar and blocks time slot in scheduling system.

   WebPTBreezyNotes
5. 5

   Action

   Send automated reminder sequence

   Triggers scheduled reminders at 48 hours, 24 hours, and 2 hours before appointment with preparation instructions and intake forms. Includes parking information and what to bring to first visit.

   WebPTBreezyNotes
6. 6

   Output

   Generate appointment documentation

   Creates comprehensive appointment record with patient information, insurance verification results, and therapist assignment. Prepares intake documentation and treatment planning templates for upcoming session.

   Prompt EMRWebPT

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