Get forms signed before the first visit.

Overview

Clipboards in the waiting room make every first visit start late. This template spots a first booking and sends your welcome template right away, with the links to your forms, so the paperwork gets done at home.

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.

• An email template with links to your forms

How to use this template

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

1. The Appointment booked trigger begins the workflow. A run starts for every new booking in the diary, whether your front desk adds it, the patient books online or an agent books it during a call. To set it up, choose the locations and appointment types this should cover. Most clinics leave reviews and quick follow-ups out, since those patients have already filled in their paperwork.
2. The Delay block leaves ten minutes for a booking to be moved or corrected before anything goes out.
3. The Condition block lets first visits through and stops the rest. It reads the booking as it stands once the delay ends, so a change made in those ten minutes counts. A returning patient has forms on file already, so they get nothing extra from this workflow. You can add other rules here as well, such as a treatment that needs its own consent:

   {First visit} [is yes]

4. The Send Email with Template block sends your welcome to the patient. Choose the template with links to your intake and consent forms, and give the visit’s date and time in the first line, so people open it and act.