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Introducing the next phase of Sovica: the architecture for agentic care
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Get Slack updates on new patient bookings.

See every first visit as it’s booked, and watch your new patient count move in real time.

Use templateWorkflows docs
TriggerAppointment bookedDataA visit is added to the diaryCount new patientsReportsThis week against last weekConditionConditionsFirst visit is yesIf/ElseConditionsCount is above last weekSend Slack MessageSlackNew patient: {{first_name}} {{last_name}}Send Slack MessageSlackNew patient: {{first_name}}, behind last week

Setup guide

Overview

This template gives your team a running feed of new patients, so a good week or a quiet one is obvious long before the monthly report.

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 Visits list that includes:
    • First visit field for each new booking
    • Treatment attribute for each booking
    • Referral source attribute for each booking
  • Slack connected to Sovica

How to use this template

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

  1. The Appointment booked trigger runs every time a visit goes into the diary, through your front desk, your website or an agent. To make sure this is set up well, choose the locations you want in the feed and the diary that holds their new patient visits.
  2. The Count new patients block works out this week’s total of first visits, and last week’s beside it. An example input would be:
    Count first visits this week, then last week.
  3. The Condition block decides which bookings carry on. Only first visits should reach your channel, so returning patients stop here and the feed stays readable. We suggest this rule:
    {First visit} [is yes]
  4. The If/Else block divides your workflow into two paths, based on how the week compares so far. The rule here is whether this week’s count is ahead of last week’s. We use an If/Else block because a booking in a quiet week deserves a different message, one that asks the team to do something, not only a note that the number has moved.

4.1. If the condition is true

i.) The Send Slack Message block posts the new patient to your chosen channel, with the week’s count beside their name. Write whatever suits your team, though this example works well:

New patient: {Record > Name}
{Record > Treatment} on {Record > Date}. This week {Count this week}, last week {Count last week}.

4.2. If the condition is false

i.) This path runs when the week is level or behind the one before. That doesn’t always mean something is wrong, since one clinician’s holiday can do it, so this checks where the booking came from, to give your team some context. An example rule would be:

{Record > Referral source} [is not empty]

i.i.) If the rule is met, a Send Slack Message block posts the booking with its source, so your team sees which channels are still bringing patients in. The input is close to the one above:

New patient: {Record > Name}, from {Record > Referral source}
{Record > Treatment} on {Record > Date}. This week {Count this week}, last week {Count last week}.

i.ii.) If the rule isn’t met, a Send Slack Message block still runs, so the feed never misses a booking. It also asks the front desk to fill in the missing source, as the monthly report depends on it. The input is similar again:

New patient: {Record > Name}, source missing
This week {Count this week}, last week {Count last week}.

Workflows FAQ