Working With Clients Asynchronously in Healthie

Healthie is a multi-purpose platform used across a variety of specialties and care types. Organizations leverage Healthie for both synchronous and asynchronous care delivery.

Asynchronous care in Healthie supports two key areas:

1. Onboarding & Administrative Workflows: Set up automatic Intake flows, self-scheduling, billing, form collection, client matching, and other processes that happen before and during initial engagement.
2. Ongoing Client Engagement: Secure messaging, programs, care plans, and other tools that support continued care between sessions.

Below outlines typical workflows and experiences. However, Healthie is highly customizable, and organizations can choose to adjust where needed to better fit their business, speciality, or client needs.

Part 1: Onboarding & Administrative Workflows

The following steps outline how organizations use Healthie's asynchronous features for client onboarding, intake, and initial setup.

Client Sign-Up

Depending on how you set up your account, there are multiple asynchronous ways clients can sign up for your service within Healthie:

Option 1: Direct Client Invitation

Invite the client directly to the Healthie system via email invitation.

Option 2: Package Purchase

Use the Package system for purchasing appointments (visits). Clients can purchase a package which grants them access to specific appointment types.

Option 3: Direct Scheduling

Schedule the client directly by booking an appointment on their behalf.

Option 4: Website Form Submission

Clients can indicate interest through your website, and you can send them a Healthie Form to complete.

What Clients Can Access at This Stage

Once a client account is created, clients can log into Healthie (they'll be prompted to create a password on their first login).

The following features become available:

Chat

• Organizations can set up an automated welcome message such as: "Welcome to XYZ Health. You can message me securely here!"
• Clients can ask administrative or payment questions through Chat at this stage.

Intake Forms

• Forms can be sent manually or automatically triggered using the Intake Flow feature.
• Intake Flows can be associated with specific Groups for targeted form distribution.
• If using appointment booking, Forms can be attached to specific appointment types.
• All form information is automatically stored on the client's account and associated with their profile.
• You can track which forms have been completed, which remain incomplete, and send reminders to clients as needed.

General Engagement Functionality 

• Sync wearables 
• View / join upcoming appointments (or book appointments)
• Log journal entries

Care Path Segmentation

At this stage, you'll likely want to segment clients based on their care needs and trajectory. Healthie offers two tools for client segmentation:

Groups

• Each client can be in a maximum of one Group at a time. You can add a client to a group at sign-up, or anytime in the client's profile.
• Groups can enable automations (such as triggering Intake Flows).
• Useful for creating distinct care pathways.

Tags

• Clients can have an unlimited number of Tags associated with their account.
• Tags serve as a tracking and organizational tool.
• No automated actions are triggered by Tags.

Auto Billing  

Clients can pay invoices, add payment methods, or be automatically charged for sessions without you lifting a finger. 

During onboarding, you can also securely collect any insurance information. Claims can be manually or automatically generated from a client session.. Learn more about this feature here.

Part 2: Asynchronous Care for Ongoing Client Engagement

Once clients are onboarded and matched with their provider, Healthie's asynchronous care features enable continuous engagement and care delivery without requiring scheduled appointments.

Asynchronous Care Delivery

Once the client is matched with their provider, asynchronous care can begin. Healthie's secure messaging and engagement tools enable continuous care without requiring scheduled appointments.

Secure Messaging

• Use Healthie's HIPAA-compliant Chat feature to communicate asynchronously with clients.
• Messages are securely stored and accessible from both web and mobile platforms.
• Clients can send messages anytime, and providers can respond on their own schedule.
• Your team can initiate a new chat between multiple team members and the client as needed.
• Set up automated messages to welcome clients or provide status updates.

Ongoing Care Management

Healthie's asynchronous care features enable continuous client engagement without requiring scheduled appointments. These tools support ongoing care delivery and help maintain consistent communication between visits.

Key Asynchronous Engagement Features:

• Appointment Booking:Clients can book appointments at any time if needed for synchronous care. Both clients and providers can schedule appointments as required.
• Care Plans: Create structured care plans that clients can access anytime, providing clear guidance on their treatment journey.
• Programs: Enroll clients in structured programs with milestone tracking and automated content delivery.
• Metrics Tracking: Monitor client progress through custom metrics and health data tracking that clients can log asynchronously.
• Document Sharing: Share educational resources, care instructions, and other materials that clients can review on their own schedule.
• Journal Entries: Clients can submit journal entries for provider review without requiring a live session.
• Form Requests: Send forms and questionnaires for clients to complete asynchronously between appointments.
• Task/Goal Assignments: Assign tasks and goals that clients can complete independently and mark as done.

Using a “Prospective Clients” Group as a CRM

You can use Healthie for tracking and gathering information on prospective clients like a CRM. You can set this up as a Group for a particular link potential clients sign up through (typically via booking a Discovery Call). Learn how to set this up here.

Benefits of Using a “Prospective Clients” Group

• Track persons who are not yet officially clients in your practice.
• Manage prospects while you're still determining their fit for services.
• Automatically assign a specific Intake Flow to new leads to gather pertinent information.