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Introducing the next phase of Sovica: the architecture for agentic care
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Pass booked enquiries from front desk to care team.

Welcome each new patient and tell the care team the moment they become a patient.

Use templateWorkflows docs
TriggerLead convertedDataA lead becomes a patientSend EmailEmailWelcome to {{clinic_name}}Create taskActivitiesPrepare for {{first_name}} {{last_name}}

Setup guide

Overview

The hand-off from whoever took the call to whoever gives the care is where details fall out: the worry someone mentioned, the time that suits them, the treatment they asked about first. This template greets the patient and gives the care team a task as soon as the lead converts, on the same record, so nobody has to ask the patient twice.

Prerequisites

These are the pieces we suggest having ready before you switch this workflow on. Your clinic may set things up differently, so treat the list as a guide.

  • A welcome message written for new patients, with your address and what to bring
  • A care team member to own new patients at each of your locations

How to use this template

Once it opens, you’ll see the blocks joined up in order.

  1. The Lead converted trigger is the first step. A run starts when a lead becomes a patient, either because someone converts it by hand or because a first visit gets booked. Everything from the enquiry carries across to the patient’s record, so the blocks below can use it. Choose the locations this should cover when you set it up.
  2. The Send Email block sends your welcome. Write it the way your front desk would say it, then use merge tags for the patient’s name, your clinic’s name and the date of the first visit. Keep to one clear next step, such as completing their forms, and leave the rest of your clinic’s details for later messages.
  3. The Create task block tells the care team who’s coming and asks them to get ready. Give it a name, a due date ahead of the first visit, the linked record and the person responsible. Add the enquiry’s notes to the description, so the clinician knows what the patient asked about and what they were told on the phone before they arrive.

Workflows FAQ