CLINIC HQ

22.11.3. Automation Setup for Patient Flow

Automations

In Patient Flow, when an animal’s services are completed, staff click the “Done” button. Here, you can enable automatic actions to occur when the animal is marked as done.
An automation can be set up for just public clients, all clients, and anesthetic or non-anesthetic appointment along with any combination of the following:
- Set an appointment status as ready for checkout
- Text clients to notify them their pet is out of surgery and when to pick up.
- Email take-home paperwork to clients
- Print take-home paperwork

Go to Settings > Patient Flow Setup > Automations

To create an automation, click +Add Rule button.
Select which actions should occur in this setup. Here you will want to consider the type of appointment it will be used for and your dismissal process.

When Done is clicked it can do any combination of the following:

  1. You can now set up a rule that puts the appointment in checked out status when the Treatment Sheet Done button is clicked in PF.
  2. When Done is clicked, the HQ automation can then send the take home paperwork to the client by email if there’s an email on file, and if there’s not, then it will text it to the client.
  3. The same thing for Volume Client Owners (VCOs) – it can email the take home instructions, and if they don’t have an email, it will text it.
  4. The automation can auto-send a copy of the paperwork to the printer.
  5. The automation can text the public patients that their animal will be ready to be picked up in X number of minutes. For example, it can auto-text public clients something like “Sam will be ready to be picked up in two hours” when you click the Done button. This automation supports staggered pickups, which we promote. This way, pets don’t have to be at the clinic any longer than necessary, and disaggregating pickups makes checkout less chaotic. NOTE: Text messages are set up in Confirmation & Reminders.

Client Type, Species, and Animal Type may have a different release process. If nothing is chosen here for this automation setup, the selected “Done” actions occur for ALL appointments of this type(Anesthetic vs. Non-Anesthetic.)

Creating an Automation when "Done" is clicked in Patient Flow.

Last, navigate to Confirmation & Reminders > Text for Pickup and create the text message that will be used if you have included texting in the Automation process.