About This Automation
Enquiry and eligibility assessment is the manual process of reviewing incoming care requests, gathering medical documents, and determining whether prospects meet facility criteria. Manual assessment creates delays, inconsistencies, and bottlenecks that frustrate families and slow admissions.
Automation reviews enquiries and documents against eligibility rules in real time, flags missing information, checks bed availability, and routes qualified prospects to the right staff member. Families receive confirmation within hours instead of days.
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.
Enquiry form is submitted via website, email, or phone intake form. The automation is triggered immediately with prospect name, contact details, and initial care needs.
Prospect record is automatically created with all submitted information, contact details, and initial care needs flagged.
Automated email is sent to the prospect or family requesting medical history, GP referral, financial information, and other required documents using a standardized template.
The automation reviews the submitted information and any attached documents against the facility's eligibility criteria, including age, care needs, behavioral requirements, and funding eligibility. the automation flags any missing information or concerns.
The automation queries the occupancy spreadsheet and cross-references the assessed care level against available beds, returning real-time availability status.
The system checks if the prospect meets all eligibility criteria and if beds are available in the required care level. If yes, proceed to assignment. If no, route to exception handling.
Qualified enquiry is automatically assigned to the appropriate care coordinator and a notification is sent with the assessment summary and next steps.
An automated email is sent to the prospect or family within minutes confirming eligibility, outlining the next steps, and providing contact details for the assigned care coordinator.
Most popular tool stack used
— the complete tool combinations companies use
HubSpot
Google Sheets
Gmail
Google Forms
SlackWhat 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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