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Introducing the next phase of Sovica: the architecture for agentic care
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Remind your team to check forms before a visit.

Two days after a first booking, put any unsigned forms on the front desk’s list.

Use templateWorkflows docs
TriggerAppointment bookedDataA visit is added to the diaryDelayDelayWait 2 daysIf/ElseConditionsForms are not signedCreate taskActivitiesChase forms for {{first_name}}ConditionConditionsPhoto ID is missingCreate taskActivitiesAsk {{first_name}} for photo ID

Setup guide

Overview

A reminder only helps if someone sees it in time. This template waits two days after a first booking, checks whether the forms are signed, and only asks the front desk to step in when they aren’t.

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 Patients list that includes:
    • Forms status for each visit
    • Photo ID field on the record

How to use this template

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

  1. The Appointment booked trigger is the first step in this workflow. A run starts each time a visit goes into the diary, and it follows that one booking from then on. So that it runs properly, choose the appointment types that need forms and the locations you want covered. In most clinics that means every first visit, plus any treatment with a consent form of its own.
  2. The Delay block gives the patient two days to complete their forms at home. Shorten it for visits booked close to the day.
  3. The If/Else block splits your workflow into two paths, based on what the patient has done by now. It reads the latest state of the forms on the booking, not the state at the moment of booking, so anything signed during the wait counts. Here we’ve treated any form still outstanding as a reason to step in, though you can narrow that down to consent forms alone if your clinic prefers. To set it up, pick the forms status and choose not signed as the value to match.

3.1. If the condition is true

i.) The run moves on to a Create task block, which gives the front desk a chase to make. Fill in a name for the task, a due date, the linked record (the patient on this booking) and the person responsible. A short call usually works, and the task’s link opens the record with the missing forms listed.

3.2. If the condition is false

i.) A Condition block runs next. The forms are signed, so this checks the last thing your front desk tends to chase on the day, which is proof of who the patient is. We’ve chosen photo ID because that’s what most clinics ask for before a first visit, but it can be any field you keep on the record. To set this up, pick the field and choose empty as the value. Any patient who matches carries on to the next block, and the rest end here with nothing more to do.

ii.) If the patient matches, the Create task block runs, asking the front desk to request the ID before the day of the visit. Set the task up as before, with a name, a due date, the linked record ({Record}) and the person who owns it.

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