About This Automation
Preventive care reminders ensure patients receive timely notifications about due screenings, but manual outreach across email, phone, and SMS is fragmented and time-consuming.
Automation identifies all patients due for screening, retrieves their contact preferences, and sends personalized reminders via their preferred channel. Activity logs automatically update patient records, and follow-up reminders trigger for non-responders without manual intervention.
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.
The automation runs daily and queries the patient database to identify all patients whose screening date is within the next 14 days and who have not received a reminder in the past 30 days.
For each eligible patient, the automation fetches their name, email, phone number, preferred contact method, and screening type.
The automation creates a customised reminder message that includes the patient name, screening type, and a direct link to book an appointment.
If the patient prefers email, the automation sends the reminder and logs the send timestamp.
If the patient prefers SMS or phone, the automation sends a text message with the screening details and booking link.
The automation updates the patient record to record that a reminder was sent, the date, method, and status.
The automation sends a daily summary to the practice team showing how many reminders were sent, delivery status, and any errors.
Most popular tool stack used
— the complete tool combinations companies use
HubSpot
Gmail
Twilio
Google Sheets
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.
Recommended for you
Other high-impact processes teams commonly map alongside this one.
Frequently asked questions
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
Map This AutomationNo credit card required. It's free.
Page updated