Guides

Automations

You can create automations to automate routine tasks.

Prerequisites

Part 1: Set up email integration

First, set up the email integration.

Follow the instructions here to set up your email integration.

Common Automations

Patient Invite Email

When a patient is created, send an invite email to the patient inviting them to claim their account.

To enable this automation, set the following:

Trigger: Patient created
Action 1:
- Event: Send Email
- To: Patient
- Sender Name: Your company name
- Sender Email: The email that you set up the email integration with
- Subject: Title of email
- Body: Body of email
  - The tokens you can use within the body of this email are:
    - {{first_name}}: Replaces with the patient's first name
    - {{last_name}}: Replaces with the patient's last name
    - {{portal_invite_link}}: Replaces with the link to claim the account
  - Example email body: Hi {{first_name}},
    <p>Welcome to Avon Health! Please take a moment to activate your account using the link below:</p>
    </p><br><p style="text-align: center;"><a href="{{portal_invite_link}}" style="background-color: #250e62; color: #ffffff; padding: 15px 64px; font-size: 16px; border-radius: 25px; margin: auto; cursor: pointer; text-decoration: none;">Accept Invite</a></p><br><p>
    <p>If you ever have any questions or concerns, please feel free to reach out to us at admin@avonhealth.com.</p>
    <p>Best, <br>The Avon Health Team</p>

Provider Invite Email

When a provider is created, send an invite email to the provider inviting them to claim their account.

To enable this automation, set the following:

Trigger: Provider created
Action 1:
- Event: Send Email
- To: Provider
- Sender Name: Your company name
- Sender Email: The email that you set up the email integration with
- Subject: Title of email
- Body: Body of email
  - The tokens you can use within the body of this email are:
    - {{first_name}}: Replaces with the provider's first name
    - {{last_name}}: Replaces with the provider's last name
    - {{emr_invite_link}}: Replaces with the link to claim the account
  - Example email body: Hi {{first_name}},
    <p>Welcome to Avon Health! </p>
    <p>We’re so excited to have you join our team at Avon Health! Please take a moment to set up your account on Avon Health by clicking on the "Join" link below:</p>
    </p><br><p style="text-align: center;"><a href="{{emr_invite_link}}" style="background-color: #0000ff; color: #ffffff; padding: 15px 64px; font-size: 16px; border-radius: 25px; margin: auto; cursor: pointer; text-decoration: none;">Join</a></p><br><p>
    <p>If you ever have any questions or concerns, please feel free to reach out to us at admin@avonhealth.com.</p>
    <p>Welcome again!</p><br>
    <p>Best, <br>Your Care Team</p>

Support Member Invite Email

When a support member is created, send an invite email to the support member inviting them to claim their account.

To enable this automation, set the following:

Trigger: Support member created
Action 1:
- Event: Send Email
- To: Support
- Sender Name: Your company name
- Sender Email: The email that you set up the email integration with
- Subject: Title of email
- Body: Body of email
  - The tokens you can use within the body of this email are:
    - {{first_name}}: Replaces with the provider's first name
    - {{last_name}}: Replaces with the provider's last name
    - {{emr_invite_link}}: Replaces with the link to claim the account
  - Example email body: Hi {{first_name}},
    <p>Welcome to Avon Health! </p>
    <p>We’re so excited to have you join our team at Avon Health! Please take a moment to set up your account on Avon Health by clicking on the "Join" link below:</p>
    </p><br><p style="text-align: center;"><a href="{{emr_invite_link}}" style="background-color: #0000ff; color: #ffffff; padding: 15px 64px; font-size: 16px; border-radius: 25px; margin: auto; cursor: pointer; text-decoration: none;">Join</a></p><br><p>
    <p>If you ever have any questions or concerns, please feel free to reach out to us at admin@avonhealth.com.</p>
    <p>Welcome again!</p><br>
    <p>Best, <br>Your Care Team</p>

Appointment Confirmation and Reminder Emails

When an appointment is created, send the host a confirmation email and send the attendees a confirmation email and a confirmation text. One day before the appointment, send the attendees a reminder email and text. Also, send them forms to complete before the appointment. 10 minutes before the appointment, send the attendees another reminder email and text.

To enable this automation, set the following:

Trigger: Appointment created
Action 1 (Sends appointment confirmation email to the host):
- Event: Send Email
- To: Host
- Sender Name: Your company name
- Sender Email: The email that you set up the email integration with
- Subject: Title of email
- Body: Body of email
  - The tokens you can use within the body of this email are:
    - {{host}}: Replaces with the host's name
    - {{name}}: Name of the appointment
    - {{description}}: Description of the appointment
    - {{start_time}}: Start time of the appointment
    - {{end_time}}: End time of the appointment
    - {{zoom_link}}: Video call link for the appointment
    - {{location}}: Replaces with the address of the appointment, if in-person
    - {{emr_invite_link}}: Replaces with the link to claim the account
Action 2 (Sends appointment confirmation email to the attendees):
- Event: Send Email
- To: Attendees
- Sender Name: Your company name
- Sender Email: The email that you set up the email integration with
- Subject: Title of email
- Body: Body of email
  - The tokens you can use within the body of this email are:
    - {{host}}: Replaces with the host's name
    - {{name}}: Name of the appointment
    - {{description}}: Description of the appointment
    - {{start_time}}: Start time of the appointment
    - {{end_time}}: End time of the appointment
    - {{zoom_link}}: Video call link for the appointment
    - {{location}}: Replaces with the address of the appointment, if in-person
    - {{emr_invite_link}}: Replaces with the link to claim the account
Action 3 (Sends appointment confirmation text to the attendees):
- Event: Send SMS
- To: Attendees
- Message: Body of email
  - The tokens you can use within the message of this SMS are:
    - {{host}}: Replaces with the host's name
    - {{name}}: Name of the appointment
    - {{description}}: Description of the appointment
    - {{start_time}}: Start time of the appointment
    - {{end_time}}: End time of the appointment
    - {{zoom_link}}: Video call link for the appointment
    - {{location}}: Replaces with the address of the appointment, if in-person
    - {{emr_invite_link}}: Replaces with the link to claim the account
Action 4 (Delays all future actions until 24 hours before the appointment):
- Event: Delay Until
- Origin: Appointment start time
- Delta: -86400000 (i.e. 24 hours before the appointment time)
Action 5 (Sends appointment reminder email to the attendees):
- Event: Send Email
- To: Attendees
- Sender Name: Your company name
- Sender Email: The email that you set up the email integration with
- Subject: Title of email
- Body: Body of email
  - The tokens you can use within the body of this email are:
    - {{host}}: Replaces with the host's name
    - {{name}}: Name of the appointment
    - {{description}}: Description of the appointment
    - {{start_time}}: Start time of the appointment
    - {{end_time}}: End time of the appointment
    - {{zoom_link}}: Video call link for the appointment
    - {{location}}: Replaces with the address of the appointment, if in-person
    - {{emr_invite_link}}: Replaces with the link to claim the account
Action 6 (Sends appointment reminder text to the attendees):
- Event: Send SMS
- To: Attendees
- Message: Body of email
  - The tokens you can use within the message of this SMS are:
    - {{host}}: Replaces with the host's name
    - {{name}}: Name of the appointment
    - {{description}}: Description of the appointment
    - {{start_time}}: Start time of the appointment
    - {{end_time}}: End time of the appointment
    - {{zoom_link}}: Video call link for the appointment
    - {{location}}: Replaces with the address of the appointment, if in-person
    - {{emr_invite_link}}: Replaces with the link to claim the account
Action 7 (Send forms to attendees):
- Event: Send Form
- To: Attendees
- Forms: Forms you want the attendees to complete
Action 8 (Delays all future actions until 10 minutes before the appointment):
- Event: Delay Until
- Origin: Appointment start time
- Delta: -600000 (i.e. 10 minutes before the appointment time)
Action 9 (Sends appointment reminder email to the attendees):
- Event: Send Email
- To: Attendees
- Sender Name: Your company name
- Sender Email: The email that you set up the email integration with
- Subject: Title of email
- Body: Body of email
  - The tokens you can use within the body of this email are:
    - {{host}}: Replaces with the host's name
    - {{name}}: Name of the appointment
    - {{description}}: Description of the appointment
    - {{start_time}}: Start time of the appointment
    - {{end_time}}: End time of the appointment
    - {{zoom_link}}: Video call link for the appointment
    - {{location}}: Replaces with the address of the appointment, if in-person
    - {{emr_invite_link}}: Replaces with the link to claim the account
Action 10 (Sends appointment reminder text to the attendees):
- Event: Send SMS
- To: Attendees
- Message: Body of email
  - The tokens you can use within the message of this SMS are:
    - {{host}}: Replaces with the host's name
    - {{name}}: Name of the appointment
    - {{description}}: Description of the appointment
    - {{start_time}}: Start time of the appointment
    - {{end_time}}: End time of the appointment
    - {{zoom_link}}: Video call link for the appointment
    - {{location}}: Replaces with the address of the appointment, if in-person
    - {{emr_invite_link}}: Replaces with the link to claim the account

Appointment Rescheduled Email

When an appointment is rescheduled, send the attendees an email notifying them of the rescheduling. 10 minutes before the appointment, send the attendees a reminder email and text.

To enable this automation, set the following:

Trigger: Appointment updated
Action 1 (Filter to rescheduled appointments only):
- Event: Filter
- Continue if: "Status" "changed to" "Rescheduled"
Action 2 (Sends an email to attendees notifying them about the rescheduling):
- Event: Send Email
- To: Attendees
- Sender Name: Your company name
- Sender Email: The email that you set up the email integration with
- Subject: Title of email
- Body: Body of email
  - The tokens you can use within the body of this email are:
    - {{host}}: Replaces with the host's name
    - {{name}}: Name of the appointment
    - {{description}}: Description of the appointment
    - {{start_time}}: New start time of the appointment
    - {{end_time}}: New end time of the appointment
    - {{zoom_link}}: Video call link for the appointment
    - {{location}}: Replaces with the address of the appointment, if in-person
    - {{emr_invite_link}}: Replaces with the link to claim the account
Action 3 (Delays all future actions until 10 minutes before the appointment):
- Event: Delay Until
- Origin: Appointment start time
- Delta: -600000 (i.e. 10 minutes before the appointment time)
Action 4 (Sends appointment reminder email to the attendees):
- Event: Send Email
- To: Attendees
- Sender Name: Your company name
- Sender Email: The email that you set up the email integration with
- Subject: Title of email
- Body: Body of email
  - The tokens you can use within the body of this email are:
    - {{host}}: Replaces with the host's name
    - {{name}}: Name of the appointment
    - {{description}}: Description of the appointment
    - {{start_time}}: Start time of the appointment
    - {{end_time}}: End time of the appointment
    - {{zoom_link}}: Video call link for the appointment
    - {{location}}: Replaces with the address of the appointment, if in-person
    - {{emr_invite_link}}: Replaces with the link to claim the account
Action 5 (Sends appointment reminder text to the attendees):
- Event: Send SMS
- To: Attendees
- Message: Body of email
  - The tokens you can use within the message of this SMS are:
    - {{host}}: Replaces with the host's name
    - {{name}}: Name of the appointment
    - {{description}}: Description of the appointment
    - {{start_time}}: Start time of the appointment
    - {{end_time}}: End time of the appointment
    - {{zoom_link}}: Video call link for the appointment
    - {{location}}: Replaces with the address of the appointment, if in-person
    - {{emr_invite_link}}: Replaces with the link to claim the account

Appointment Cancelled Email

When an appointment is cancelled, send the attendees an email notifying them of the cancellation.

To enable this automation, set the following:

Trigger: Appointment updated
Action 1 (Filter to cancelled appointments only):
- Event: Filter
- Continue if: "Status" "changed to" "Cancelled"
Action 2 (Sends an email to attendees notifying them about the cancellation):
- Event: Send Email
- To: Attendees
- Sender Name: Your company name
- Sender Email: The email that you set up the email integration with
- Subject: Title of email
- Body: Body of email
  - The tokens you can use within the body of this email are:
    - {{host}}: Replaces with the host's name
    - {{name}}: Name of the appointment
    - {{description}}: Description of the appointment
    - {{start_time}}: Start time of the appointment
    - {{end_time}}: End time of the appointment
    - {{zoom_link}}: Video call link for the appointment
    - {{location}}: Replaces with the address of the appointment, if in-person
    - {{emr_invite_link}}: Replaces with the link to claim the account

New Message Notification

Notify patients that they have a new message whenever a provider or support team member messages them.

To enable this automation, set the following:

Trigger: Message created
Action 1 (Filter to messages sent by providers or support team members onlu):
- Event: Filter
- Continue if: "Created By" "is" "Provider" OR "Created By" "is" "Support"
Action 2 (Sends an email to the patient partipants notifying them about the new message):
- Event: Send Email
- To: Attendees
- Sender Name: Your company name
- Sender Email: The email that you set up the email integration with
- Subject: Title of email
- Body: Body of email

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