> ## Documentation Index
> Fetch the complete documentation index at: https://docs.athelas.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Navigating Patient Workflows

> Build and manage automated workflows that send intake forms and appointment reminders to patients.

#### Overview

The [Patient Workflows page](https://insights.athelas.com/patient-workflows) 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](/insights_front_desk/patient_communications/patient_intake_automation)).

Click **Preview and Save**. You'll be prompted to **Activate** the workflow or keep it inactive for now.

<Tip>
  ✨**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.
</Tip>

<Note>
  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.
</Note>

#### 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

<Accordion title="How do I test a workflow before sending it to everyone?">
  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.
</Accordion>

<Accordion title="Can I send both a text and an email?">
  Yes. Under **Message Type**, select both **Text** and **Email**. The message content is shared; email adds a subject header.
</Accordion>