Skip to main content

​
Overview

The Patient Workflows page lets you configure exactly which appointments automatically receive intake forms and appointment reminders — and preview who will be messaged before you save, so you can avoid accidental changes.

​
Creating a Workflow

Click Create New Workflow. In the drawer, configure:
  • Workflow Name
  • Message Type — Text, Email, or both. Choosing Email adds an Email Subject Header field.
  • Message — the text/email template. Hover the template variables tooltip to insert dynamic values such as {patient_name}, {appointment_datetime}, {site_name}, and {link} (the {link} variable must have spaces around it). A message preview is shown at the bottom.
  • Send Criteria — narrow who receives the workflow: Appointment Types, Appointment Reasons, Patients, Facilities, Providers, Insurance Companies, Case Names, Appointment Reason Includes, Patient Preferred Language, and Age (min/max). Toggle Send Message on Appointment Creation to send as soon as a matching appointment is created.
  • Frequency — schedule up to three reminder rounds (First, Second, Third), each a number of Days or Hours before the appointment.
  • Forms — add the intake form templates to include (Add Form). Reorder them by dragging.
  • Advanced Settings — including Fax Automation (see Patient Intake Automation).
Click Preview and Save. You’ll be prompted to Activate the workflow or keep it inactive for now.
✨Smart Tip: Use the Patients criterion to send a workflow to a single test patient first, so you can confirm the message populates correctly before rolling it out.
Appointment reminders are queued at midnight each day. If you create an appointment for tomorrow and the reminder is set to one day before, the patient won’t receive it — but a reminder set to a number of hours before will still send.

​
Editing a Workflow

When you edit an existing workflow, a preview appears before your changes are saved, showing all patients who will receive communication (along with their Appointment Type and Facility) if you confirm — giving you full visibility into the impact of the change.

​
Tracking Workflows

  • Main table — each workflow shows how many messages are still scheduled to go out today and how many have already been sent. Click the counts for a breakdown.
  • Per workflow — open a workflow to see its full configuration, a preview of the message, and its Upcoming and Sent messages. The Sent view lists patient name, delivery status, scheduled and delivered times, appointment type, and appointment date — useful for debugging.
  • Change Log — a tab in the workflow drawer showing exactly what changed in each edit, and who made it.

​
FAQ

Set the Patients criterion to a single test patient, save the workflow, and confirm the message and forms populate correctly. Then broaden the criteria when you’re ready.
Yes. Under Message Type, select both Text and Email. The message content is shared; email adds a subject header.