Create Advanced Automations

Automations are used to instantly trigger actions based on predefined conditions.  Many automations are quite simple, such as sending a notification to a care team member when an Assessment is completed.  If your situation is more complicated, Complex Automations can be created.  Following are examples of some advanced Automations and a description of what each one does.

BMI Change:  This automation addresses a situation where the system-calculated BMI (cdt-bmi) is updated, and the patient is in a Program and Phase that could be called Physical Therapy-Education

• An Event type trigger for the Event “Data Type Updated” is created, and associated with the Data Type Name “cdt-bmi”
• Conditions are used to ensure that this automation only triggers in the following scenario:
  • 3 weeks after the “cdt-bmi” is updated, the system checks if the patient is in the Program “Physical Therapy” and Phase “Education”
• If this condition is true, the Action to send a Notification to the Point of Contact on the patient’s Care Team is completed

Elevated Blood Pressure Warning:  This automation has two groups of actions, both based on a new blood pressure reading (cdt-blood-pressure) that exceeds a set value:

• An Event type trigger for the Event “Data Type Updated” is created, and associated with the Data Type Name “cdt-blood-pressure”
• In the first Condition and Action Group, an Immediate action is taken, with conditions used to ensure that this automation only triggers in the following scenario:
  • The data type “cdt-blood-pressure” with data type field “cdtf-systolic-pressure” has a value greater than or equal to 160
• If this condition is true, the Action to send an SMS template “Patient Communication” using the “Main” phone number is completed
• In the second Condition and Action group, a timing delay of 1 day after the blood pressure data type field is updated will be activated when:
  • The data type “cdt-blood-pressure” with data type field “cdtf-systolic-pressure” has a value greater than or equal to 160 
  • If this condition is true, the system waits one day, and then takes an Action to send an SMS template “Patient Communication” using the “Main” phone number

Patient Missed an Encounter: This advanced automation contains multiple actions and conditions within several groups:

• When any Encounter is finalized/completed
• Under the Patient No Show Group
  • Immediately after the Encounter is finalized, the system checks if the Encounter Disposition for that Encounter is “No Show”
  • If it is “No Show”, then the system sends a SMS to the patient from the phone number with the Label “Outbound – Main” using the ‘No Show SMS’ Template
  • At the same time a Task is generated using the ‘Schedule Next Appointment’ Task Template and assigns it to the care team member who has the Health Coach role
• Under the Patient Canceled Group
  • Immediately after the system checks if the Encounter Disposition for that Encounter is “Canceled”
  • If it is “Canceled”, then a SMS is sent to the patient from the phone number with the label ‘Outbound – Main’ using the “Appt SMS Encounter” Template
  • A Task is generated using the “Check on Patient” Task Template and is assigned to the patient’s Point of Contact care team member

Recurring Patient Maintenance Appointment: This automation is used to send a periodic SMS to a patient based on a constant schedule, so long as they remain enrolled in a particular Program and Phase:

• Choosing the Trigger Type “Recurring” surfaces fields used to reference a start ad the frequency for the recurring Action:
  • A cdt field “cdt-appointment-date” is used as the date reference cdt
  • The start date values is taken from the cdtf “cdtf-date-time”  This will be when the automated sending of the messages begins
  • The messages will be sent constantly, every 4 weeks as long as the condition of enrollment in the Program “Primary Care” and Phase “Maintenance” are true
• If this condition is true, the Action to send an SMS template “Patient Communication” using the “Main” phone number is completed
  

SMS Rules: This automation looks for specific words in the body of a SMS in order for certain actions to be taken.

• When a SMS is received in Welkin
• Under the Prospect Converted Group
  • The system immediately checks if the patient is enrolled in the Prospect Program, and the program’s is “In Progress”
  • And the body of the SMS contains the word “ENROLLME” in all caps
  • An email is sent to the patient using the ‘Patient Comms Email’ template
  • A Notification stating “Prospect converted to patient. Call to set up the first appointment” is sent to the patient’s care team members who have the admin or health coach roles

More Questions?

If you have any questions, please visit the Welkin Health Knowledge-Base or contact your Implementation/CSM for more information.