Automate by Healthie: Getting Started

Automate is Healthie's trigger-based automation engine for clinical and administrative workflows. You define a trigger (an event that happens in Healthie) and pair it with steps, such as an action, that run automatically without manual staff intervention.

You can build automations with the AI Builder in Healthie, which is available to all customers, or with the MCPB Builder, which is available to API customers.

How Automate Works

An automation is a series of configurable steps: triggers, queries, delays, actions, and more. A trigger fires when a specific event happens in Healthie and starts the steps that follow. Automations run within Healthie and do not require third-party tools or external webhooks.

Many automations follow this pattern, though they are not limited to it:

• Trigger: something happens in Healthie.
• Optional steps: conditions, filters, lookups, or delays.
• Action: something is created, sent, or updated.

For example, the trigger is an appointment marked as a no-show. The action is a chat message, sent from the client's assigned provider, inviting the client to reschedule. The message goes out without anyone on your care team identifying the no-show or writing the outreach.

Ways to Build Automations

There are two ways to build an automation. Most customers should start with the AI Builder.

Sample Automations 

Automate covers the full range of what your team does manually in Healthie today, from routine tasks to the workflows that are specific to how your organization runs. Every manual action your team takes in Healthie can become an automation. 

The examples below are drawn from automations Healthie customers have configured today, organized by workflow category. 

Questions before getting started? Reach out to hello@gethealthie.com.

Appointment Workflows

• No-Show or Late Cancellation -- Task for Scheduling Team: When an appointment is marked as no-show or late cancellation, create a high-priority task for the scheduling team to reach out and reschedule. Task is linked to the client record with configurable due date and description.
• No-Show -- Chat from Provider: When a 1:1 appointment is marked as no-show, send a chat message from the client's assigned provider. Uses a customizable template. Applies to all 1:1 appointment types.
• Appointment Cancellation -- Task if No Future Appointment Booked: When a client cancels an appointment and has no future appointment scheduled, create a task for the scheduling team to reach out.
• Signed Chart Note -- Mark Appointment as Occurred: When a clinician signs (and optionally locks) a chart note, automatically mark the associated appointment as Occurred. Can be scoped to specific note types or apply to all.
• Appointment Scheduled -- Update Client's Primary Provider: When a specific appointment type is booked, update the client's assigned provider to match the provider the appointment is scheduled with.
• Appointment Scheduled -- Task for Care Coordinator: When a specific follow-up visit type is scheduled, create a task for the client's care coordinator -- for example, to retrieve a progress note from an external clinic before the appointment.

Form and Chart Note Workflows

• Form Submitted -- Task Based on Response: When a client submits a form, evaluate the response and create a task if a specific answer meets a defined condition -- for example, a flagged screening answer, a follow-up request, or a referral question. Task can include the relevant form answer and be assigned to a specific provider or team.
• Form Submitted -- Send Client Chat Based on Response: When a chart note or form field is marked with a specific value, send a chat message to the client. Useful for triggering outreach when a provider marks a client as a candidate for a next step, such as group sessions.
• Form Submitted -- Update Client Profile: When a client submits an intake form, update a field on their client profile based on the answer -- for example, setting billing type to self-pay or insurance based on their response.
• Release of Information Form Submitted -- Task for Records Team: When a client submits a Release of Information form, create a task for the records team to review and process it. Supports assignment to users by tag across sub-organizations.
• Incomplete Required Forms -- Tag Client and Send Chat: When an appointment reminder fires and the client has not completed required intake forms, add a tag to the client record. When that tag is applied, send a chat from their provider prompting form completion. Runs as a two-step linked workflow.
• Self-Pay Profile Update -- Send Billing Form: When a client's billing type is changed to self-pay, automatically send them a billing info form to collect card details.
• Signed Note Without Associated Appointment -- Task for Provider: When a signed chart note has no associated appointment, create a task flagging the documentation for review -- useful for billing, compliance, or chart accuracy workflows.
• Chart Note Co-sign Required -- Task for Supervisor: When a provider enters a supervisor's name into a charting field indicating a co-sign is needed, create a task for that supervisor to review and co-sign the note.

Billing and Payment Workflows

• Automated Payment Fails -- Task for Care Team: When an automated payment fails, immediately create a task for the care team, populated with the patient name, payment amount, and failure reason.
• Client Updates Credit Card -- Task for Care Team: When a client updates their credit card on file, create a task for the care team to verify and confirm the payment method change.
• Card Decline -- Send Chat and Billing Form: When a client's card is declined, send a chat message from the billing team using a configurable smart phrase, and send the client a new billing info form to update their payment details.
• Insurance Added or Updated -- Task for Review: When a client's insurance information is added or updated on their profile, create a task for the designated team to review the change.

Client Onboarding Workflows

• Client Account Created -- Add Care Team Member: When a new client account is created, automatically add a pre-configured user to that client's care team. Ensures billing or support staff are reachable via chat from day one. Configurable per sub-organization in multi-org deployments.
• Patient Reengagement -- Task if Not Seen in 90 Days: After an appointment is marked as Occurred, start a 90-day timer. If the client has no future appointments and has not been seen in that window, create a task for the scheduling team to reach out.

What Automate Is Not

Automate handles trigger-based workflows that fire on a specific event inside Healthie. It is not a suggested replacement for:

• Intake Flows -- the built-in tool for sending onboarding paperwork when a client is added to a group.
• Built-In Scheduled Form Automations – Healthie’s configuration for sending forms before or after appointments should be maintained as best practice. 
• Appointment Reminders -- the built-in tool for email and SMS reminders tied to upcoming appointments.

These mentioned features are available to all Healthie customers. Automate extends beyond them, covering the event-driven workflows those tools do not reach -- like acting on a form answer, a payment failure, or an appointment outcome.

Access & Setup

Setup depends on which builder you use. Each builder has its own article with step-by-step instructions.

AI Builder (IN BETA)

• Turn on the Automations permissions for each user who will build or manage automations.
• Open Automations under the Settings icon (gear) and click Build with AI.

For the full steps, see Automate by Healthie: AI Builder.

MCPB Builder (API customers)

The MCPB Builder is distributed as an MCP Bundle (.mcpb), an installable extension file that connects Claude Desktop to your Healthie account. You will need:

• A Healthie API subscription.
• The Automate module enabled for your organization. Confirm with your Healthie contact.
• Org-level automations permissions on your user account.
• A staging API key. No production API key is required.
• Claude Desktop. The free plan works, though a paid plan is recommended.

For the full steps, see Automate by Healthie: Set-Up Guide (MCPB Builder for API Customers). If your organization uses a whitelabeled Healthie front end or a dedicated shard, read the advanced settings step in that guide before you begin.

FAQs

Which builder should I use?

Use the AI Builder unless you are an API customer who specifically wants to build through an AI assistant in Claude Desktop. The AI Builder is available to all customers and includes the Automations page for managing automations and reviewing runs.

Does Automate require a BAA?

Automate runs entirely within Healthie's infrastructure, which is covered under your existing BAA. Automate Builder uses Claude Desktop as the interface; you should confirm with your AI tooling provider whether a BAA is required for your specific setup, particularly if you are inputting PHI into prompts. We recommend keeping prompt language generic and configuration to staging until your PHI policies are confirmed.