E-Clinic Automation Rules and Jobs

Automation will allow your clinic to create customisable rule sets for E-Clinic to perform an action when the condition for your rule has been met. This will allow you to automate specific actions you would normally perform on the system to free up admin time.

To access the automation section simply navigate to Settings > Setup > Automations. You will be shown the Rules and Jobs area. Here you can add new rules, manage existing rules and see which jobs have already run and are due to be actioned.

To add a new Rule, click on the Add button at the top right corner of your screen. From here you can add a Name for your rule, give it a Description and select whether you want it to be Active or not. Here is an example -

Here is an example -

We can then start to add an Event, this will be what triggers the Rule to begin. There are a number of different options here including Appointment, Patient, Case, Invoice and Class. Each will have it's own set of different status' associated with them. In this example we want to send a form when a patient books their first appointment in the diary so we would choose -

Then add a Condition to fullfill this event. Again each type event will have it's own option for Conditions. We will be using this to trigger the event if it is the first appointment for a patient -

We can add multiple conditions and make it really specific, the following conditions will mean that a form is sent only if a patient has booked their first appointment, has got no future appointments booked after and is linked to the group Axa. This can be used to follow up with the patient for more treatments or to capture key information through a form.
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Finally, we can set up our action. Actions include Creating a task, adding or removing a tag and sending a communication. We can also set a specific time for this action to take place. In this example we are going to send a form if the conditions are met immediately -
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Again just like the conditions we can add multiple actions. So we can send a form and add a tag to say that this patient is a new one -

Once we are happy with our automation press Save and it will be created. This will now activate every time the conditions are met for the rules. There is a cost each time an Action is completed - i.e. a single rule could trigger many actions. So in the example above every time this condition is met, it will complete two actions. To find out how pricing is calculated please get in touch.

One useful Automation to note is the newly added package expiry automation. You can set this up under Patient and then select 'Has package items expiring', Add your conditions and actions on the back of this as you would like. This will keep track of when patient's package items are expiring in the next 7 days and allow automations to take care of notifying them of this if they need to renew. The image below shows an automation that will send within 7 days of a package expiring if the patient has a future appointment booked -
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You can view past Automation Jobs and disable upcoming jobs using the list of jobs on the automation screen -
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Here is a video walkthrough of the new automation feature -

**Video of eclinic-themed walkthrough **