Use Case: HIPAA-Compliant Automated Patient Enrollment & Data Sync Workflow

Imagine a busy healthcare clinic managing dozens of new patient enrollments each week. The administrative team is overwhelmed by the manual tasks; entering patient data in athenahealth, logging information in spreadsheets, updating profiles in Square, and notifying staff.

What if all these tasks could be automated? You can do that with Keragon!

You can build a workflow that automates the critical steps in patient enrollment, bridging data between Jotform, athenahealth, and Square. When a patient submits their enrollment form on JotForm, Keragon’s automation immediately creates their profile in athenahealth, logs the information in a Google Sheet for easy reference, updates the customer profile in Square, and notifies the staff via email that enrollment is complete. This solution removes manual data entry and ensures seamless, HIPAA-compliant data synchronization across platforms.

Let’s see how it’s done. 

‍Step 1: Set up the trigger

1. Select trigger application: Choose JotForm as the trigger application.
2. Define the trigger event: Set the trigger to “New Form Submission” for the patient enrollment form.

This step ensures that each time a patient submits the enrollment form in JotForm, the workflow is initiated.

Step 2: Create a patient profile in athenahealth

1. Add athenahealth: Select athenahealth as the next application in the workflow.
2. Choose action event: Set the action event to “Create New Patient” in athenahealth.
3. Map data fields: Map the JotForm fields (like patient name, contact information, and medical history) to the corresponding fields in athenahealth.

This action will automatically create a new patient profile in athenahealth, reducing the need for manual data entry.

Step 3: Log patient information in a spreadsheet

1. Add Google Sheets (or similar spreadsheet tool): Choose Google Sheets to log the patient data.
2. Choose action event: Set the action to “Add Row” in the designated patient data sheet.
3. Map data fields: Map relevant fields from the JotForm submission to the spreadsheet columns (e.g., name, contact information, and enrollment date).

This step ensures all patient information is logged for easy reference and reporting.

Step 4: Find customer in Square

1. Add Square: Select Square as the application for the next action.
2. Choose action event: Set the action to “Find Customer” in Square.
3. Map data fields: Link the JotForm submission field of “email” to find the customer in Square by email.

This action will automatically find a customer profile in Square, eliminating the need for manual search.

Step 5: Update customer profile in Square

4. Add Square: Select Square as the application for the next action.
5. Choose action event: Set the action to “Update Customer” in Square.
6. Map data fields: Link the JotForm submission fields to Square’s customer profile fields, updating customer as needed.

Updating profiles in Square ensures that any necessary billing or contact information aligns across systems.

Step 6: Send a staff notification email

1. Add Email: Select Gmail as the application.
2. Choose action event: Set it to “Send Email” to relevant staff members.
3. Customize the email template: Include relevant patient data and an enrollment completion note.

This notification keeps the team informed in real-time, ensuring no delay in patient onboarding.

Step 7: Test the workflow

1. Run a test with sample data to verify that each action works as expected, creating a new patient profile in athenahealth, logging data in the spreadsheet, updating the Square profile, and sending the notification email.
2. Check for any mapping errors or data formatting issues and adjust as necessary.

This steps ensures there are no errors in your workflow.

Step 8: Activate the workflow

Once the workflow is verified, activate it in Keragon. Your automated workflow will now trigger each time a patient submits an enrollment form in JotForm, handling the entire process seamlessly.

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Impressive, right? Eliminate overwhelming manual tasks by creating your free Keragon account today! 

Integrations used include: Keragon + athenahealth, Keragon + Jotform, Keragon + Square, Keragon + Google Sheets, Keragon + Gmail

Benefits of the workflow

• Enhanced efficiency: Eliminates redundant data entry and manual logging, enabling staff to focus more on patient care.
• Improved data accuracy: Reduces errors through automatic data entry, ensuring consistent information across platforms.
• Faster onboarding: Accelerates the enrollment process, improving patient satisfaction with a quicker onboarding experience.
• Compliance assurance: This workflow is HIPAA-compliant, prioritizing data security and privacy in every step of the process

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Who can use this workflow

• Healthcare providers: Clinics, private practices, and hospitals using athenahealth for patient management.
• Healthcare operations managers: Those responsible for patient data accuracy and workflow efficiency across administrative systems.
• IT teams in healthcare: Focused on implementing secure, HIPAA-compliant automation solutions to streamline operational tasks.

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‍Ready to reclaim time and enhance patient onboarding?

Streamline your operations with Keragon’s HIPAA-compliant automation solution for healthcare workflows. Explore more about our healthcare solutions and request a personalized demo today to see how we can elevate your patient onboarding experience. 

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FAQs

How does Keragon automate patient enrollment?

Keragon automates patient enrollment by linking JotForm, athenahealth, and Square, ensuring that patient data is instantly synchronized across systems and notifying staff in real time, all while adhering to HIPAA standards.

What are the benefits of using Keragon’s HIPAA-compliant patient enrollment workflow?

This workflow saves time, reduces errors, and ensures secure, compliant data handling across healthcare platforms, making it ideal for practices seeking reliable automation solutions.

Why use Keragon over other automation tools for healthcare workflows?

Unlike general-purpose tools, Keragon specializes in HIPAA-compliant healthcare automation, providing enhanced security and privacy for sensitive patient data.

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