Healthie Workflows Feature

Healthie Workflows feature enables providers, billers, and administrators to streamline the operational tasks that follow a client appointment — charting, billing, and claims submission — by centralizing them into a single, actionable dashboard. Rather than navigating between multiple clients and appointments, Workflows brings critical documentation and follow-up steps into one view, so your team can stay organized, work efficiently, and ensure no task is left incomplete.

Whether you’re a solo provider or part of a large enterprise team, Healthie Workflows helps reduce provider administrative time, accelerate revenue collection, and improves operational efficiency.

Appointments Tab in Workflows

To help providers and administrators efficiently track appointments across clients and team members, Healthie has introduced a new Appointments tab within the Workflows section. This functionality makes it easy to identify which appointments need action—such as creating a charting note, invoicing, or submitting a CMS 1500. 

View a filterable list of appointments across your organization, making it easier to:

• Quickly identify appointments missing required documentation
• Filter by provider, client, date range, or documentation type (e.g., chart note, CMS-1500, invoice)
• Take direct action—such as creating or reviewing associated documentation—all from one centralized location
• Navigate easily to related chart notes, invoices, or claims with built-in hyperlinks
• Monitor appointments to ensure timely follow-up, complete billing workflows, and reduce lost revenue

To access, navigate to the Workflows section in your Healthie account > Appointments tab.

Each item in the Appointments tab includes the following: 

• Client Name (Preferred Name, Last Name) – from here you can click through to the client’s profile if needed
• Appointment Details (Date, Time, Provider) 
• Chart note status 
• Invoice status 
• CMS 1500 status

You can filter appointments by: 

• Start date 
• End date
• Provider(s) 
• Chart note status (Created, Signed, Locked, Signed & Locked) 
• Invoice status (Not yet paid, Paid, Partial) 
• CMS 1500 status (Scheduled, Not sent, Sent, Partially paid, Batched, Closed, Fully paid, Client deductible applies, Rejected, or Denied) 

As part of your workflows, several actions can be taken on behalf of an appointment, right within the Workflows page, including: 

• Create a chart note 
• Create an invoice
• Create a CMS 1500 claim

Chart Notes Tab in Workflows

To help providers and administrators efficiently track documentation across clients and team members, Healthie has introduced a new Chart Notes tab within the Workflows section. This functionality makes it easy to identify which notes need action—such as signing or locking—streamlining your charting and billing workflows.

View a filterable list of chart notes across your organization, making it easier to:

• Ensure notes are completed and signed before billing
• Confirm locked notes are ready for CMS-1500 or invoice generation
• Quickly locate a specific client’s charting history

To access, navigate to the Workflows section in your Healthie account > Chart Notes tab

Each row in the Chart Notes list displays the following details:

• Client Name (Preferred Name, Last Name) – from here you can click through to the client’s profile if needed
• Provider who created the note
• Date of Service
• Name of charting note, and direct link to the note
• Chart Note Status (Created, Signed, Co-signed, Locked, Signed and Locked, Co-signed and Locked)  

Charting note can be filtered by:

• Provider
• Chart note template (note type)
• Chart note status

Workflow Access for Team Members

Workflows are available to all authenticated team members.

This includes:

• Providers/clinicians
• Administrative staff
• Support team members
• Any other non-patient user roles

Dashboard Visibility:

Workflows do NOT automatically appear in everyone's dashboard. Individual workflow visibility depends on:

• Organization-level permissions (specifically the "Can search across all clients in the organization" setting)
• User's assigned patient scope

What this means:

• Team members with broad patient access see workflows for all organization patients
• Team members with limited patient access see workflows only for their assigned patients
• The workflows feature itself is available to all non-patient team members, but what each person sees within workflows is permission-controlled

Group Appointments in Workflows

Group appointments appear on the Workflows > Appointments page, with each client in the group listed as a separate entry within the workflows list. These entries only appear if:

• The appointment status is marked as Occurred and
• The individual client’s status is marked as Attended.

Functionality Compared to 1:1 Appointments

💡 Best Practices for Group Appointments

• To document sessions, create chart notes directly from the Appointment Details page for each client.
• For billing, generate invoices from Workflows > Appointments as usual.
• If CMS 1500s are required, submit claims outside the group appointment workflow, as they cannot be tied to group sessions at this time.