Automate by Healthie: AI Builder (In Beta)
Automate is Healthie's trigger-based automation engine for clinical and administrative workflows. You describe the automation you want to the AI Builder, and it runs automatically whenever the trigger event happens in Healthie, without manual staff intervention. The AI Builder is currently in beta with a small set of customers.
For API Customers: The native Automate AI Builder in web can be used alongside the Automate MCPB builder.
Automate is billed separately from your Healthie plan, based on usage. Each automation run uses credits. Credit pricing and packages are still in development, so details may change.
In this article:
Automate Setup
Turn on the Automations permissions for each user who will build or manage automations. An org owner, or anyone who can edit member settings, can do this.
- Click your avatar in the upper right, then go to Organization > Members.
- Click the three dots next to the user and select Edit Settings.
- Open the Permissions tab and scroll to Automations.
- Enable the permissions the user needs: view, create, and delete automations.
- Click Save.
Repeat for each user who needs access. By default, the Automate AI Builder is available to all users with permission via Gear Icon > Automations
Create an Automation
Use the AI Builder to describe the automation you want in plain language. It asks clarifying questions and offers guidance as you go.
- Click the Settings icon (gear), then select Automations.
- Click Build with AI to open the AI Builder chat.
- Describe the automation you want to create. Start from a prompt in Sample Automations below if you need an example.
- Answer the AI Builder's follow-up questions until the automation is complete.
Your new automation is listed on the Automations page, where you can turn it on or off with the toggle.
Users with permission to "view and manage developer tools", will see the option build an automation manually or import one as JSON. These options are hidden for all other users.
Sample Automations
Copy a prompt, replace the bracketed text with your own details, and paste it into the AI Builder.
Appointment Workflows
| Automation name | Description | Prompt for the AI Builder |
|---|---|---|
| No-Show or Late Cancellation: Task for Scheduling Team | When an appointment is marked as no-show or late cancellation, creates a high-priority task for the scheduling team to reach out and reschedule. The task is linked to the client record with a configurable due date and description. | Create an automation that triggers when an appointment is marked as a no-show or a late cancellation. Create a high-priority task for [scheduling team or user], linked to the client record. Set the due date to [1 business day] after the trigger and use this description: “[Reach out to the client to reschedule.]” |
| No-Show: Chat from Provider | When a 1:1 appointment is marked as no-show, sends a chat message from the client’s assigned provider using a customizable template. Applies to all 1:1 appointment types. | Create an automation that triggers when a 1:1 appointment is marked as a no-show, for all 1:1 appointment types. Send a chat message to the client from their assigned provider using this message: “[Hi, we missed you today. Would you like to reschedule? Reply here and we can find a new time.]” |
| Appointment Cancellation: Task if No Future Appointment Booked | When a client cancels an appointment and has no future appointment scheduled, creates a task for the scheduling team to reach out. | Create an automation that triggers when an appointment is cancelled. Check whether the client has any future appointments scheduled. If they have none, create a task for [scheduling team or user] to reach out to the client about rebooking. |
| Signed Chart Note: Mark Appointment as Occurred | When a clinician signs (and optionally locks) a chart note, marks the associated appointment as Occurred. Can be scoped to specific note types or apply to all. | Create an automation that triggers when a chart note is signed [and locked]. Mark the appointment associated with that note as Occurred. Apply it to [all note types / only these note types: list them]. |
| Appointment Scheduled: Update Client’s Primary Provider | When a specific appointment type is booked, updates the client’s assigned provider to match the provider the appointment is scheduled with. | Create an automation that triggers when an appointment of type [appointment type] is scheduled. Update the client’s assigned provider to the provider the appointment is booked with. |
| Appointment Scheduled: Task for Care Coordinator | When a specific follow-up visit type is scheduled, creates a task for the client’s care coordinator, for example to retrieve a progress note from an external clinic before the appointment. | Create an automation that triggers when an appointment of type [follow-up visit type] is scheduled. Create a task for the client’s care coordinator with this description: “[Retrieve the progress note from the external clinic before the appointment.]” Set the due date to [2 days] before the appointment. |
Form and Chart Note Workflows
| Automation name | Description | Prompt for the AI Builder |
|---|---|---|
| Form Submitted: Task Based on Response | When a client submits a form, evaluates the response and creates a task if a specific answer meets a defined condition, such as a flagged screening answer, a follow-up request, or a referral question. The task can include the relevant answer and be assigned to a specific provider or team. | Create an automation that triggers when a client submits the form [form name]. Check whether the answer to [question] is [flagged answer or condition]. If it is, create a task assigned to [provider or team] that includes the client’s answer to that question. |
| Form Submitted: Send Client Chat Based on Response | When a chart note or form field is marked with a specific value, sends a chat message to the client. Useful for outreach when a provider marks a client as a candidate for a next step, such as group sessions. | Create an automation that triggers when the field [field name] on [form or chart note name] is set to [value]. Send a chat message to the client from [provider or user] using this message: “[Based on your recent visit, we think our group sessions could be a good fit. Reply here if you would like to learn more.]” |
| Form Submitted: Update Client Profile | When a client submits an intake form, updates a field on their client profile based on the answer, for example setting billing type to self-pay or insurance. | Create an automation that triggers when a client submits [intake form name]. Look at the answer to [question]. If the answer is [self-pay option], set the client’s billing type to self-pay. If the answer is [insurance option], set it to insurance. |
| Release of Information Form Submitted: Task for Records Team | When a client submits a Release of Information form, creates a task for the records team to review and process it. Supports assignment to users by tag across sub-organizations. | Create an automation that triggers when a client submits the [Release of Information form name]. Create a task for the records team to review and process it. Assign the task to users with the tag [tag name], including users in sub-organizations. |
| Incomplete Required Forms: Tag Client and Send Chat | When an appointment reminder fires and the client has not completed required intake forms, adds a tag to the client record. When that tag is applied, sends a chat from their provider prompting form completion. Runs as a two-step linked workflow. | Create two linked automations. First: when an appointment reminder fires and the client has not completed the required forms [form names], add the tag [tag name] to the client. Second: when the tag [tag name] is added to a client, send a chat from their provider with this message: “[Please complete your intake forms before your appointment.]” |
| Self-Pay Profile Update: Send Billing Form | When a client’s billing type is changed to self-pay, sends them a billing info form to collect card details. | Create an automation that triggers when a client’s billing type is changed to self-pay. Send the client the [billing info form name] to collect their card details. |
| Signed Note Without Associated Appointment: Task for Provider | When a signed chart note has no associated appointment, creates a task flagging the documentation for review. Useful for billing, compliance, or chart accuracy workflows. | Create an automation that triggers when a chart note is signed. Check whether the note has an associated appointment. If it does not, create a task for [provider or team] with this description: “[This signed note has no associated appointment. Please review the documentation.]” |
| 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, creates a task for that supervisor to review and co-sign the note. | Create an automation that triggers when a provider enters a supervisor’s name in the field [field name] on [chart note template name]. Create a task for that supervisor to review and co-sign the note. |
Billing and Payment Workflows
| Automation name | Description | Prompt for the AI Builder |
|---|---|---|
| Automated Payment Fails: Task for Care Team | When an automated payment fails, immediately creates a task for the care team, populated with the patient name, payment amount, and failure reason. | Create an automation that triggers when an automated payment fails. Create a task for [care team or user] that includes the patient’s name, the payment amount, and the failure reason. |
| Client Updates Credit Card: Task for Care Team | When a client updates their credit card on file, creates a task for the care team to verify and confirm the payment method change. | Create an automation that triggers when a client updates the credit card on file. Create a task for [care team or user] to verify and confirm the payment method change. |
| Card Decline: Send Chat and Billing Form | When a client’s card is declined, sends a chat from the billing team using a configurable smart phrase and sends the client a new billing info form to update their payment details. | Create an automation that triggers when a client’s card is declined. Send the client a chat from [billing team user] using the smart phrase [smart phrase name], and send them the [billing info form name] so they can update their payment details. |
| Insurance Added or Updated: Task for Review | When a client’s insurance information is added or updated on their profile, creates a task for the designated team to review the change. | Create an automation that triggers when a client’s insurance information is added or updated. Create a task for [team or user] to review the change. |
Client Onboarding Workflows
| Automation name | Description | Prompt for the AI Builder |
|---|---|---|
| Client Account Created: Add Care Team Member | When a new client account is created, adds a pre-configured user to that client’s care team so billing or support staff are reachable via chat from day one. Configurable per sub-organization in multi-org deployments. | Create an automation that triggers when a new client account is created. Add [user name] to the client’s care team. [If using sub-organizations: use a different user for each sub-organization: list them.] |
| Patient Reengagement: Task if Not Seen in 90 Days | After an appointment is marked as Occurred, starts a 90-day timer. If the client has no future appointments and has not been seen in that window, creates a task for the scheduling team to reach out. | Create an automation that triggers when an appointment is marked as Occurred. Wait 90 days. Then check whether the client has any future appointments or has been seen since. If neither, create a task for [scheduling team or user] to reach out to the client. |
Manage Existing Automations
The Automations page lists each automation with the following details:
- Automation name: the name, with a truncated description.
- Trigger: the action that starts the automation.
- Runs: the number of times the automation has been triggered.
- Last Run: when the automation last ran.
- Status: Enabled or Disabled.
From this page you can:
- Filter automations by Enabled or Disabled status.
- Search automations by name.
- Turn an automation on or off with the toggle.
- Click the ... menu for more options: Edit with AI, Automation details, Recent runs, Copy as JSON (</>), and Delete.
Permissions
- Delete: you need permission to delete automations to see this option.
- Edit with AI: you need permission to edit or create automations to see this option.
- </> Copy as JSON: you need permission to view and manage developer tools to see this option.
Edit with AI
Reopen the AI Builder to pick up where you left off or to start a new conversation. You can ask it to explain what the automation does, add wait steps, or make other changes.
- Click the ... menu on the automation.
- Select Edit with AI.
- Continue the previous conversation or start a new one, then describe the change you want.
Automation Details
Select Automation details from the ... menu to see an overview of one automation. From this view you can also edit with AI, view recent runs, and delete the automation.
- Runs as: an automation runs as the person who created it, with that person's permissions. This stays the same when someone else edits it.
- Flow: the series of steps the automation runs through.
Recent Runs
Select Recent runs from the ... menu to see each run of the automation. Every run shows:
- Run number: the identifier for the run.
- Run status: the outcome of the run.
- Date and time: when the run started.
- Steps completed: the number of steps the run finished.
- Duration: how long the run took.
- Time saved: an estimate from Healthie.
Automations take small actions on behalf of a provider or administrator, which saves clicks and administrative work. Healthie estimates the time saved for each automation so you can see the value of each one.
Click a run to see its technical details. If you have questions about a run, send the run number (for example, #47988) to hello@gethealthie.com for support.