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Automating Workflows

Thrive Health Support
Thrive Health Support
  • Updated

Automations let you set up rules that trigger actions automatically, saving time on manual tasks and ensuring consistent processes across your team.

What Can Automations Do?

Here are some examples:

  • When a high-risk form is submitted → update worklist status to "Urgent"
  • When a new encounter is created → automatically send an intake form
  • When a specific form is completed → update the encounter status to "Ready for Review"

Creating an Automation

  1. Go to Clinic Settings from the top navigation, then click Automations in the left sidebar
  2. Click New Automation

Step 1: Choose a Trigger

Select what event starts the automation:

Trigger When It Fires
Form Submitted When a specific form is completed by a patient
Encounter Created When a new patient encounter is added
Referral import When AI finishes extracting a referral from an uploaded PDF. Use this to route incoming referrals (assign to a worklist, flag for clinical review). See Handling Referrals

Step 2: Add Conditions (Optional)

Make your automation more specific by adding conditions:

  • Only trigger if a certain field has a specific value
  • Only trigger if a risk score exceeds a threshold

Conditions let you target exactly the situations where you want the automation to run.

Step 3: Choose Actions

Select what should happen when the trigger fires:

Action What It Does
Update Worklist Status Change the encounter's status in a specific worklist column
Send Form Assign a form to the patient

Step 4: Review and Activate

  1. Review your automation configuration
  2. Toggle the status to active to enable it (or leave disabled for later)
  3. Click Create Automation

Example Automations to Try

Auto-Send Intake Form

  • Trigger: Encounter created
  • Action: Send intake form
  • Test it: Create a new encounter and verify the form is assigned automatically

Auto-Update Status After Intake

  • Trigger: Intake form is submitted
  • Action: Update worklist status to your desired value (e.g., "Ready for Review")
  • Test it: Submit an intake form and verify the status changes on the worklist

Auto-Route an Incoming Referral

  • Trigger: Referral import
  • Condition (optional): field on the referral form (e.g., diagnosis) matches a value
  • Action: Update worklist status to a triage column
  • Test it: Upload a referral PDF that matches your condition and confirm the automation history records the run

Surfacing Score Categories on the Worklist

If you want a score category like "High Risk" or "Low Risk" to appear as a column on your worklist, you need two things: a custom field to hold the label, and one automation per category tier to set it.

Step 1: Create a Custom Field

  1. Go to Clinic Settings → Custom Fields
  2. Create a new field for the category (e.g., "Nutrition Risk")
  3. Add the label values as options (e.g., "High Risk", "Low Risk")

See Managing Your Worklist for detailed steps.

Step 2: Create One Automation Per Category Tier

Create a separate automation for each label value. Using CNST as an example:

Automation 1: High Risk

  • Trigger: Form submitted (select your form)
  • Condition: cnstCategory equals High Risk
  • Action: Update custom field "Nutrition Risk" to "High Risk"

Automation 2: Low Risk

  • Trigger: Form submitted (select your form)
  • Condition: cnstCategory equals Low Risk
  • Action: Update custom field "Nutrition Risk" to "Low Risk"

After activating both automations, submit a test form and check the automation history to confirm the correct tier fired and the worklist column updated as expected.

ℹ️ Note: For scores with more tiers (e.g., Minimal / Mild / Moderate / Severe), create one automation per tier following the same pattern.

ℹ️ Note: For scores with more tiers (e.g., Minimal / Mild / Moderate / Severe), create one automation per tier following the same pattern.

Viewing Automation History

It's important to verify that your automations are working as expected.

  1. Go to Clinic Settings from the top navigation, then click Automations in the left sidebar
  2. Click on any automation to view its details
  3. You'll see a record of:
    • When the automation triggered
    • What action was taken
    • Whether it succeeded or failed
    • Any error messages

Troubleshooting Automations

If an automation doesn't work as expected:

Issue What to Check
Automation never triggers Condition logic may be too restrictive. Simplify conditions first
Wrong action happens Verify the action configuration matches your intent
Automation fails Check the history log for specific error messages
Unpredictable behavior Check for multiple automations that may conflict with each other

Tips for debugging:

  • Start with simple conditions and add complexity gradually
  • Test with a real encounter to see the automation in action
  • Check the automation history after each test
  • Review that your actions have the required permissions