Automator Basic Overview 11-22-2024

Overview

• Introduction to FxMedSupport and the Automator System, including the Visual Automator and legacy automation features.
• Covered functionality and the best practices for building efficient automations.
• Discussed setting up three tabs in Cerbo or two Cerbo tabs plus the Automator application to maximize workflow efficiency.

1. Accessing the Automator:
   • If the Automator isn’t visible, enable it from the "Available Apps" menu.
   • Customize and organize automations by creating folders and assigning groups for better structure (e.g., "Cleanup" folder for unorganized automations).
2. Automation Tools:
   • The Automator offers both visual automation (for complex workflows) and legacy automation (for linear workflows).
   • Logs and filters allow for tracking mouse clicks, webhook actions, and event triggers in Cerbo and third-party apps.
3. Community Templates:
   • Automations can be shared and imported among providers. Templates from others, such as GoHighLevel automations, are available for reuse.
4. Event Logs:
   • Real-time tracking of events to verify if automations are functioning as expected.

• Trigger: An appointment is scheduled.
• Action: Sends an automated email to patients with the details (e.g., “Your appointment [data title] on [date] has been scheduled with [provider name].”)

• Filters allow triggering automations for specific criteria (e.g., only for “New Patient Consult”).
• Conditions enable real-time patient evaluations (e.g., checking if forms are completed before proceeding).

• Automations tailored to specific appointment types, such as:

• Sending reminders.
• Assigning tags (e.g., "New Patient" tag).

• Waiting periods to stagger communication.

• Building branching workflows for more granular control.

• Example: A general appointment email is sent for all appointments, while a specific workflow is triggered for "New Patient Consult."

1. Cron Field:
   • Automations can trigger before or after a specific event (e.g., 10 days before a scheduled appointment).
   • Option to force triggers even if thresholds (like day limits) are not met.
2. Patient Conditions:
   • Assess patients in real time to determine further actions.
   • Use cases: Checking if a tag exists, verifying appointment status, or evaluating age/gender-specific criteria.
3. Integration with Third-Party Apps:
   • Automations can trigger actions in connected systems like GoHighLevel, Zoho, or Gravity Forms.
4. Portal Features:
   • Automations for sending portal invites and ensuring patients are set up in the system.