[Accordion] Overview
Workflow Builder helps automate clinical and administrative processes. Workflows guide staff through required tasks in the proper sequence, ensure accurate documentation, and support compliance with clinic policies and regulatory standards.
With Workflow Builder, you can create workflows for:
- Patient intake and admission
- Assessment and treatment planning
- Progress note documentation
- Consent and signature collection
- Discharge processing
- Recurring tasks for ongoing care
Workflows can incorporate custom forms, conditional logic, notifications, and routing rules, providing structured guidance for staff. Automating these processes enhances efficiency, reduces errors, and ensures consistency across teams and locations.
[Accordion] Getting Started
Before you begin your workflow, please review these steps to make sure it's smooth and avoid complications.
[Q] Prepare Forms
[A] Ensure all forms required for the workflow are created, enabled, and available in the system, such as Intake Forms, Progress Notes, Treatment Plans, Discharge Summaries, Consent Forms, and Checklists.
[Q] Plan Your Process
[A] Map the current workflow (e.g., Intake > Assessment > Treatment Plan > Progress Notes > Discharge). Identify where automation, conditional logic, approvals, or required signatures should be applied.
[Q] Build the Workflow
[A] Add the appropriate forms and tasks, configure triggers, set up notifications, and craft conditional logic to ensure the workflow runs efficiently and as intended.
[Q] Test Thoroughly
[A] Test the workflow with sample patients to validate all scenarios: normal flow, skipped optional steps, conditional paths, and potential error conditions.
[Q] Train Staff
[A] Provide clear instructions or job aids to help staff understand workflow steps and avoid common errors.
[Accordion] Troubleshooting & Common Issues
[Q] Workflow does not trigger as planned
[A] Possible Cause:
- The workflow trigger may be misconfigured (e.g., incorrect form or event selection).
Solution:
- Review and correct the workflow trigger configuration.
- Test with a sample patient to confirm the workflow triggers as expected.
[Q] Required fields or signatures not enforced
[A] Possible Cause:
- Required field or validation rules on the form may not be configured.
- Workflow logic might bypass required fields or signatures.
Solution:
- Update the required fields and signature settings on the form.
- Re-save the workflow and test to confirm enforcement.
[Q] Staff cannot see workflow triggers
[A] Possible Cause:
- Role-based permissions may not allow access to trigger the workflow.
Workflow actions or buttons are not visible due to navigation confusion.
Solution:
- Verify user role permissions for triggering workflows.
- Provide staff with clear instructions or training on workflow navigation.
[Q] Workflow changes break ongoing patient cases
[A] Possible Cause:
- The workflow was modified without using versioning, causing incompatibility with in-progress cases.
Solution:
- Restore the previous stable workflow version if supported.
- Use workflow versioning to make updates and test thoroughly before applying to live patients
[Q] Missing data in reports
[A] Possible Cause:
- Forms or field mappings within the workflow may be incomplete or incorrect.
- Data from workflow tasks may not be saved correctly.
Solution:
- Confirm all forms used in the workflow are correctly embedded and mapped.
- Test workflows with sample patients to ensure that data is captured correctly.
[Accordion] FAQs
[Q] What types of workflows can I build?
[A] You can build workflows for any process that involves forms, decision logic, and sequential steps. Common examples include patient intake, admission and discharge, treatment plan reviews, progress note approvals, consent workflows, and recurring documentation reminders. Workflows can also be used to send internal staff messages, as well as messages or form requests directly to patients.
[Q] Can I customize the forms used in a workflow?
[A] Yes. In Form Builder, you can create or modify forms, add fields, hide sections, require signatures, and apply conditional logic.
[Q] How do workflow versions work?
[A] When a workflow process changes, you can create a new version. Existing patients continue under the old version, while new patients follow the updated version. If needed, existing tasks can be reassigned to the new version. This approach ensures stability, traceability, and compliance.
[Q] Who can create or edit workflows?
[A] Administrative or supervisory staff typically have permissions to build or modify workflows. Clinical staff can trigger workflows, but cannot change their definitions. Role-based access ensures security and compliance.
[Q] What happens if a required form or signature is missing?
[A] The workflow prevents progression until all required forms or signatures are completed. Staff will see warnings or error messages if steps are incomplete.
[Accordion] Versioning & Audit History
Workflows evolve due to policy updates, regulatory changes, or process improvements. Workflow versioning ensures:
- Traceability: Track which workflow version was applied to each patient.
- Stability: In-progress cases continue with the version they started under.
- Flexibility: Update workflows without losing historical data or breaking ongoing workflows.
Versioning also supports reviewing changes, restoring previous versions if needed, and maintaining compliance during audits.
[Accordion] Best Practices
- Start Simple: Build basic workflows first, then add complexity gradually.
- Use Versioning: Treat every workflow update as a formal revision. Document, test, and deploy carefully.
- Train Staff: Ensure staff understand workflow steps, triggers, and error handling.
- Test Before Go-Live: Use filters and and sample patients to identify issues early.
- Audit Workflows Regularly: Review workflows periodically to ensure alignment with policies, regulations, and operational best practices.
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