Automate by Healthie: Getting Started

Automate is Healthie's trigger-based automation engine for clinical and administrative workflows. It lets you define a trigger (an event that happens in Healthie) and pair it with an action that fires automatically, without manual staff intervention.

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 kicks off the steps that follow.

Everything lives within Healthie. No third-party tools or external webhooks needed.

For example:

Trigger: An appointment is marked as a no-show. 

Action: A chat message is sent from the client's assigned provider inviting them to reschedule.

The message goes out immediately, attributed to the right provider, without anyone on the care team manually identifying the no-show and drafting an outreach.

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

Automate also includes Automate Builder -- an AI-powered tool that lets you describe an automation in plain language and have it built and tested in your staging environment, then imported to production through your browser. Automate Builder is distributed as an MCP Bundle (.mcpb) and runs inside the Claude Desktop app.

Note: Before you begin, you will need:

• A Healthie API subscription. Automate is available to API customers.
• A staging API key if you are using Automate Builder. Automations are built and tested in staging, then imported to production. No production API key is required.
• Claude Desktop installed, if using Automate Builder. The free plan works, though a paid plan is recommended.

If your organization uses a white labeled Healthie front end or is on a dedicated shard, read the Advanced Settings section before you start. You will need two values from your Healthie contact.

Review the full Automate Setup Guide 

FAQs

Do I need a production API key to use Automate Builder?

No. Automations are built and tested in staging. The import to production happens through your browser session, so no production API key is needed.

Will Automate Builder make changes to my production environment?

Not automatically. You review the automation in staging first, then manually import it to production and enable it yourself.

I am on a dedicated shard and verification keeps failing. What should I check?

Confirm the AuthorizationShard value with your Healthie contact. It must be the UUID for your staging environment specifically, not your organization name, and not your production shard ID. See Step 4b for details.

Can I request an automation that isn't in the catalog?

Yes. Describe what you want to Automate Builder or reach out to your Healthie contact. The engineering team evaluates requests and can build custom workflows during the pilot.

When will the self-serve workflow builder be generally available?

The self-serve workflow builder is available for API customers, and is recommended to use our LLM approach to building. Updated regarding general availability will be shared via the Product Portal as it progresses towards general availability.

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.