About This Automation
Scheduling an initial care needs assessment involves logging a referral, checking eligibility, hunting for assessor availability, and confirming details with a client. Each handoff between inbox, calendar, and spreadsheet adds delay and raises the chance of a missed or duplicate booking.
An automation reads incoming referrals, verifies funding documents, and finds an open assessor slot without manual searching. It sends the confirmation, consent form, and reminder on its own, so a client is scheduled the same day instead of after several rounds of back and forth.
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.
A new referral or enquiry email lands in the intake inbox and starts the process automatically.
The Referral Intake reads the referral, checks funding and eligibility documents, and logs the client into the register.
If eligibility paperwork is incomplete, an email is sent to the referrer or family listing what is missing and the case is paused.
The Scheduling scans for open assessor slots matching the client's location and needs.
A coordinator calls the client or family to agree a specific assessment time, since this conversation stays personal.
Once the time is set, a confirmation email and a consent form are sent automatically.
The assigned assessor receives a message with the client's details, address, and appointment time.
A day before the visit, the Reminder sends the client an SMS reminder.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
Google Calendar
DocuSign
Microsoft Excel
Slack
TwilioWhat 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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