🌊 Patient Workflows (and Templates) Page – Athelas

At a Glance

The Patient Flow page allows your practice to automate the vast majority of administrative pre-visit tasks, such as text reminders and updates to patient information.

This saves a great deal of time and effort for your front desk staff and reduces opportunities for human error.

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If your practice uses Athelas Air (EHR), information gathered through systems housed on the Patient Flow page will write back to Air. This will save your staff the time and effort of manually copying it over to another EHR.

Patient Flow Page Tutorial Video

How to Create Form Templates and Workflows

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🌐 Core Feature Walkthrough

📝 Manage All Forms

Click the Manage New Forms button to be taken to the Templates page.

This is where you create form templates to use now and/or in the future, such as medical history questionnaires or insurance information update requests.

These forms can then be added to automated pre-visit workflows.

In this walkthrough, we’ll create a new generic form template.

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If your Templates list already has the forms you need to attach to texts, feel free to skip to the ‘🚣‍♂️ Add a New Workflow’ section of this guide for a walkthrough on adding a form to a pre-visit text.

Click Create New Template.

You will be taken to the template builder.

This page offers modular components. You can add any number of these to your new form by dragging and dropping them into the template builder.

💡Read more details about each type of component here.

Single Choice

Patients can choose a single response out of however many options you provide.

Multiple Choice

Patients can choose any number of responses out of the options you provide.

Yes/No Question

Patients can respond either yes or no.

Rating Question

Patients rate a statement out of five stars.

Date Question

Patients must reply to the question in mm/dd/yyyy format.

Short Answer

Patients reply with a short sentence to your question.

Paragraph Answer

Patients reply to your question with a paragraph.

Number Question

Patients may reply to your question with numerical values only.

Table Question

This will show patients a table with at least two columns. You can adjust the accepted response types as follows:

String: Text characters, rather than numbers.

Number: Numerical characters only.

Boolean: Affirmative or negative responses only. In the context of the form, patients faced with a Boolean will either check the box below the question or leave it blank.

Date: mm/dd/yyyy format only.

Text Block

This is simply a block of text that will appear on the form with no response field available. Use this to add further explanations, disclaimers, etc. to your form.

In this example, we’ll give our template the title ‘Test patient intake template’ and add a Yes/No Question component.

We’ll also click the Required toggle to ensure patients respond to it.

We’ll also drag a Rating Question component into the gray region below the first question to add that to the template as well.

Now that we have the two important questions we need patients to answer, we’ll click Save.

The template is now visible in the list on the Templates page.

🚣‍♂️ Add a New Workflow

Workflows are the core feature for knocking out pre-visit administrative work. They combine automated appointment reminder texts with any forms you may require patients complete, all of which are customizable to prepare patients for their specific type of appointment.

In this example, we’ll create a new workflow for patients with Cigna insurance coming in for initial evaluation appointments. We want to prompt these patients to send their latest insurance information.

First, click Create New Workflow.

In the popup, give your new flow a title.

Select whether this message should be sent as a text message, email, or both.

Then, customize the copy that should appear in the patient’s text or email.

Note that if you select email, you’ll need to add an Email Subject Header before you can save your workflow.

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Reference Guide: Template Variables

Template variables are great for personalizing the data that will appear for individual patients who receive these communications.

For example, using the variable {patient_name} ensures that each patient will see their own name in place of that variable.

Here are all of the template variables currently available:

{facility_address}: Address of facility, e.g. 1234 Main St. Boston, MA 02110

{facility_phone_number}: Phone number of facility, e.g. (123) 456-7890

{facility_name}: Name of facility, e.g. Foot Clinic

{telemedicine_link} Link to telemedicine appointment, e.g. https://www.onpatient.com/telemedicine/video/XX/

{link}: Link to appointment confirmation form, e.g. https://www.athelas.com/onboarding/(your specific form here)

{site_name}: Name of site, e.g. Foot Clinic of Boston

{appointment_date}: Date of appointment, e.g. 10/13/2023

{appointment_datetime}: Date and time of appointment, e.g. 10/13/2023 at 12PM

{provider_name}: Full name of provider, e.g. Sarah Johnson

{patient_name}: Full name of patient, e.g. John Smith

Send Criteria

In this section, select from pre-filled lists of appointment types, reasons, providers, etc.

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Any fields left blank will be all-inclusive. For example, a blank ‘Appointment Types’ field indicates that this workflow applies to all appointment types.

These pre-filled lists cannot be edited here, as they are informed by data stored securely elsewhere, but they can be edited in the following locations:

Appointment Types

Update these in your EHR and Athelas will pull the data during our nightly data extraction.

Appointment Reasons

Update these in your EHR and Athelas will pull the data during our nightly data extraction.

Patients

Update the patient’s information in your EHR, and Athelas will pull that information during our nightly data extraction. You can also visit the Appointments page and add a walk-in patient.

Providers

Add and edit Providers on the My Practice page. Page guide available here.

Appointment Insurances

Update insurance information in your EHR so that Athelas can map it properly during our nightly data extraction.

Min/Max Age

Update DoB on patient profile

Frequency

Select the timing and frequency of communications, sending your message up to three separate times for the same appointment.

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If your message includes forms (rather than simply being an appointment reminder, for example), patients will not be able to fill out forms they’ve already completed.

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If your practice uses Athelas Air (the Athelas EHR) in addition to Insights, you will have the option to Send Message On Appointment Creation. Switching this toggle on will get patients, and consequently your practice, faster access to intake information.

Click Add Form to include any of your existing forms in your message. To create new forms, please refer to the previous walkthrough.

Once everything looks correct, click Preview and Save.

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Only messages for appointments that fit the exact criteria you’ve just set (patient, provider, appointment type, etc.) will appear in the Message List Preview.

Click Confirm. You can see your new workflow in the original list of flows, where you can edit it at will.

You can also click into the workflow itself to see its particulars. There are tabs for Upcoming Messages, Sent Messages, and the Change Log for each individual workflow as well.

📢 Further Assistance

We’re here to help! Please get in touch with support@getathelas.com if you’d like some hands-on assistance.