About Workflow Builder

[Navigation] Utilities > Workflow Builder

[Accordion] Overview

Workflow Builder is an automation tool that helps you manage tasks, follow-ups, and compliance requirements with ease. It allows you to create workflows that trigger from:

• Patient record creations
• Patient readmissions
• Form submissions
• Manual actions
• Nightly automations

You can assign one-time or recurring tasks to the appropriate staff, send messages, or request forms be completed through the Patient Portal. 

Instead of relying on memory, sticky notes, or manual reminders, you can set up workflows to:

• Trigger automatically when specific actions occur (for example, when a form is created or updated)
• Create tasks for staff so the right person is reminded to complete required follow-ups
• Send automated messages or forms to patients and staff to reduce missed communication
• Track task completions so supervisors can easily see what’s done, what’s overdue, and where follow-ups are still pending

Workflow Builder acts as your clinic’s safety net, catching any steps that might otherwise be missed, from patient follow-ups to compliance tasks and internal workflows.

Let's consider a few examples:

[Q] Example 1: Clinical staff are required to follow up with a patient within 48 hours after completing an intake form

[A] Instead of relying on memory or manual reminders, you can build an automated workflow that:

• Triggers automatically when an intake form is submitted
• Creates a follow-up task for an assigned staff member
• Sends reminders to the appropriate staff if the task isn’t completed on time
• Notifies a supervisor when the task becomes overdue

With this workflow in place: 

• Every follow-up is tracked
• Nothing is missed
• Staff can focus on patient care instead of chasing manual reminders

[Q] Example 2: Complete discharge paperwork after patient discharge

[A] When a patient is discharged from the clinic, Workflow Builder ensures the timely completion of discharge paperwork:

• A task is automatically assigned to designated staff to complete the discharge summary within 3 days
• Send a reminder to the staff 1 day before the task is due
• Mark the task overdue and escalate to the supervisor if the paperwork isn’t completed on time

This ensures every discharged patient has accurate and complete documentation, deadlines are met, and staff don’t need to manually track each step.

[Q] Example 3: Supervisors review Treatment Plans within 24 hours of completion

[A] With workflows like these, your clinic can deliver safer care, improve communication, stay compliant, and reduce manual effort.

• A Clinician submits a draft Treatment Plan
• A task is assigned to the Supervisor for review
• A reminder is sent if the review isn’t completed within 24 hours
• The clinical director is notified if overdue
• When the Supervisor signs, the task is automatically marked as complete

[Accordion] Benefits of Using Workflows

• Improved Coordination: Keeps all staff aligned and informed
• Compliance Assurance: Ensures no documentation or regulatory steps are missed
• Time Savings: Automates repetitive tasks and reminders
• Proactive Reminders: Sends notifications before tasks are due
• Accountability: Clearly assigns responsibilities to staff members
• Consistency: Standardizes follow-up actions across the clinic
• Flexibility: Supports multiple trigger types and conditional filters for customized workflows.

[Accordion] Before Getting Started

[Accordion] Finding and Managing Tasks

The Staff Task Dashboard (Staff > Staff Task Dashboard) provides a centralized and auditable view of all staff-assigned tasks and associated workflows, supporting consistent adherence to organizational policies and regulatory requirements. By clearly displaying task ownership, due dates, priorities, and completion status, the dashboard helps ensure that required actions are completed within defined timelines and in accordance with compliance standards.

The Staff Task Dashboard strengthens compliance oversight by maintaining accurate, time-stamped records of task assignments, updates, and completion history. This documentation creates a reliable audit trail that supports internal audits, external reviews, and regulatory reporting, while reducing the risk of missed deadlines, incomplete follow-ups, or undocumented activities.

In addition, the Staff Task Dashboard enables supervisors and compliance administrators to proactively monitor task execution, identify overdue or at-risk items, and verify that workflows are being followed as designed. This visibility supports accountability, reinforces staff adherence to established procedures, and helps ensure that organizational, clinical, and regulatory standards are consistently met.

The Patient Task Dashboard (found at: Patient > Patient Task Dashboard) allows staff to monitor and manage tasks for a specific patient's compliance in real time. By providing a clear snapshot of outstanding responsibilities, the Patient Task Dashboard makes it easy to filter, sort, and track completed, pending, or overdue tasks. This proactive visibility ensures that staff can quickly follow up on critical care items and keep patient treatment plans moving forward on schedule.

[Accordion] FAQs

[Q] Can a workflow have multiple triggers?
[A] Each workflow supports one primary trigger, but you can add multiple conditions and branching logic after the trigger.

[Q] Can workflows be paused or deactivated?
[A] Yes. Authorized users can pause, deactivate, or delete workflows at any time.

[Q] Is there a way to test a workflow before activating it?
[A] Yes. It is advisable to test workflows in draft or preview mode to validate logic and actions before going live.

[Q] What are best practices for building workflows?
[A] Start simple, clearly define triggers and conditions, use descriptive names, test thoroughly, and document complex logic.

[Q] How do I find my overdue tasks?

[A] You can check your overdue tasks by going to the Staff Task Dashboard. The Staff Task Dashboard provides a centralized view of tasks assigned to staff, helping users track, prioritize, and manage their work efficiently.

[Q] What tasks are shown on the Staff Task Dashboard?

[A] The dashboard displays tasks assigned to you or, if permitted, to other staff members, along with their status, due dates, priority, and related records.

[Q] How do I find overdue tasks for a specific patient?

[A] You can find any tasks for a specific by going to Patient > Patient Task Dashboard. The Patient Task Dashboard provides a centralized view of tasks assigned to a patient.

[Accordion] Contact Support for Help

[Accordion] Related Articles

Adding Tasks to a Workflow

Cloning, Activating, and Deactivating Workflows

Using Smart Flows with Workflow Builder

Staff Task Dashboard

Patient Task Dashboard