Use Case: Automating Patient Discharge Updates with JotForm, athenahealth, and Paubox

Picture this: Sarah, a healthcare administrator, receives a notification that Mr. Roberts has signed his discharge form. Before Keragon, Sarah would have to manually update his status across multiple systems, taking valuable time and risking errors. Now, with Keragon’s automated workflow with athenahealth, Jotform, Google Sheets and Paubox, things are different.

As soon as the form is signed in JotForm, the workflow kicks in. It capitalizes Mr. Roberts’ name, checks his details in the clinic’s patient discharge database, and confirms accuracy. Then, it updates his status in the main discharge spreadsheet, notifies athenahealth, and removes him from Paubox’s mailing list; all without Sarah lifting a finger.

Thanks to Keragon, Sarah can focus on her other tasks, confident that each step is secure, accurate, and HIPAA-compliant.

Now, let’s see how you can do this for your practice.

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Step 1: Set up the trigger

1. Create a new workflow in Keragon: Start by navigating to the workflows section and creating a new workflow.
2. Set the trigger: Choose JotForm as the trigger app. Select the “New submission trigger”. This trigger will initiate the workflow whenever a patient completes the discharge form.

Step 2: Add initial data processing steps

1. Capitalize last name
   1. Add a “Text helper” action for data formatting.
   2. Select the “Capitalize Text” action.
   3. Set it to target the “Last Name” field from the discharge form data.
2. Capitalize first name
   1. Add another “Text helper” action for data formatting.
   2. Select “Capitalize Text” and apply it to the “First Name” field to ensure name consistency across systems.

Step 3: Locate patient record in patient discharge database

1. Find patient in patient discharge spreadsheet
   1. Add the “Google sheets / Find rows” action.
   2. Choose the spreadsheet where patient data is stored (e.g. Google Sheets).
   3. Configure the action to search for a match based on unique identifiers, such as the patient’s full name or ID.
2. Confirm first name
   1. Add a “Logic helper / Branch” action to confirm that the “First Name” matches the name in your concierge data.
   2. Set the condition to check if the first name from JotForm matches the patient discharge data. If it doesn’t match, the workflow will stop or follow a different path (default path).

Step 4: Set up the conditional path

1. If condition is true (patient is found and verified)
   1. In the conditional path configuration, define the actions that should happen if the patient is found and their first name is correct.
2. Update patient status in patient discharge database
   1. Add the “Google sheets / Update row” action to the spreadsheet.
   2. Configure it to update the patient’s discharge status to the new value, reflecting that they’ve completed discharge.
3. Update care program in athenahealth
   1. Add the “Athena Health / Update care program” action.
   2. Select the action to update the program, and configure it to indicate that the patient has been discharged.
4. Find subscriber ID in Paubox
   1. Add the “Paubox / Find subscribers” action to find the patient’s subscriber ID in Paubox.
   2. Set the search criteria to find the patient by name or email to locate their mailing list record.
5. Delete from all contacts in Paubox
   1. Add an Action to Delete Subscriber in Paubox.
   2. Configure it to remove the patient from all active mailing lists, ensuring they no longer receive communications post-discharge.

Step 5: Set up default path (optional)

1. Default path
   1. Configure an alternative path to handle cases where the patient data isn’t verified or doesn’t match, if needed.
   2. This path could be used to notify an admin to review the record or take additional manual steps. 

Step 6: Test the workflow

1. Run test cases
   1. Run test cases to confirm that each step functions as expected and that data flows securely between JotForm, Athena, and Paubox.
2. Adjust as needed
   1. Make any necessary adjustments based on test results to ensure the workflow is smooth, secure, and compliant.

Step 7: Activate the workflow

1. Activate and monitor
   1. Once testing is complete, activate the workflow.
   2. Periodically monitor the workflow to ensure it’s working correctly and review logs for any errors or updates.

This automated workflow saves time, enhances data accuracy, and guarantees that every system reflects the latest information about the patient’s status.

Integrations used include: Keragon + athenahealth, Keragon + Jotform, Keragon + Google Sheets, Keragon + Paubox

Let’s compare it to the manual process to highlight all the advantages of using Keragon.

Benefits of the workflow

1. Improved efficiency: This workflow replaces manual data entry with automated steps, allowing healthcare staff to focus on patient care rather than administrative tasks.
2. Enhanced data integrity: By capitalizing names and verifying details, the workflow ensures consistency and reduces human error.
3. HIPAA-Compliant data handling: With Keragon’s automation, all updates are handled securely and are fully HIPAA-compliant, protecting sensitive patient information.
4. Better patient experience: Patients are automatically removed from mailing lists upon discharge, preventing them from receiving irrelevant messages and maintaining a positive post-discharge experience.

By automating this process, healthcare providers can enhance data accuracy, improve compliance, and free up valuable time for staff, who can then focus on delivering quality care.

Who can use this workflow

This patient discharge workflow is beneficial for:

• Hospitals and healthcare clinics: Ensuring HIPAA-compliant patient data handling and smooth communication updates.
• Healthcare administrators: Who manage discharge processes and need reliable, efficient ways to keep records accurate.
• Care coordinators: By staying up-to-date on discharge statuses in athenahealth, coordinators can provide accurate care recommendations post-discharge.
• IT and system integrators in healthcare: Who oversee multiple systems and benefit from a central, automated workflow.

Ready to transform your discharge process with seamless automation? Start using Keragon for free to save time and improve data accuracy. 

Discover Keragon’s 300+ integrations and see how we can make your discharge workflow HIPAA-compliant and efficient.

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FAQs

How does this discharge automation workflow maintain HIPAA compliance?

Keragon prioritizes data security, using HIPAA-compliant protocols to handle patient information across JotForm, athenahealth, and Paubox. All data transfers and updates are secure, ensuring patient privacy and compliance.

What’s the advantage of using Keragon over general automation tools like Zapier?

Unlike Zapier, which is a general automation tool, Keragon is specifically built for healthcare automation and offers HIPAA-compliant workflows. This focus on healthcare ensures data security and regulatory compliance, which are critical for patient information.

Can I adjust this workflow to meet specific needs in my healthcare facility?

Absolutely. Keragon’s workflows are customizable. Our support team can help you tailor integrations across a variety of healthcare tools to meet your facility’s exact needs.

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