About This Automation
Client onboarding at aged care facilities involves collecting intake forms, manually re-entering data, drafting agreements, and obtaining signatures. The manual process is slow, error-prone, and creates bottlenecks that delay service delivery.
Automation captures intake data directly from forms, validates it for completeness, generates personalized service agreements, and routes them for e-signature. The result is faster onboarding, fewer data errors, and a complete audit trail.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Prospective client submits contact form or calls the facility. The automation is triggered by a new inquiry in the intake system.
An automated email with a link to a guided intake form is sent to the prospective client. The form captures all required fields: personal details, medical history, emergency contacts, service preferences, and consent checkboxes.
The intake reviews the submitted form data for completeness and accuracy, flags any missing required fields, and enriches the record with standardised information.
A personalised service agreement is automatically generated from a template, populated with the client's details, selected service type, and facility terms.
The generated agreement is sent to the client for electronic signature. A reminder is automatically sent if the document is not signed within 3 days.
Once the agreement is signed, all intake data is automatically written to the client record, creating a complete onboarded client profile.
An automated notification is sent to the care team via email with the client's details and service start date, triggering the next phase of service delivery.
Most popular tool stack used
— the complete tool combinations companies use
Typeform
HubSpot
DocuSign
Gmail
Google SheetsWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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