At Capable Health, our Workflows product helps you automate care to save practitioners and care teams time.

Our goal for the Workflows product is to provide ways for practitioners and administrators to standardize personalized patient care delivery without sacrificing efficiency.

Our customers use workflows to automate a variety of processes that are typically done manually and take up a lot of time, energy and resources. Some examples include:

• Kicking off powerful onboarding flows that personalize care journeys from sign up to patient login.
• Automatically assigning care plans, tasks and goals based on patient attributes and responses to an In-Take questionnaire.
• Notifying practitioners via SMS when patient’s record observation values outside of typical, expected ranges.
• Greeting patients at sign up and sending reminders automatically via chat or SMS to create an engaging patient <> practitioner communication loop.
• …and so much more!

Workflows: Core Concepts

Workflows have three main parts that help you automate care:

• Initiating the flow: Workflows can be initiated in Capable two different ways — programmed via custom implementation by your developer team at certain points in a patient journey or activated by a Trigger Event. Trigger Events are events resulting from a patient or practitioner taking action in the Capable system. You can read more about trigger events below.
• Tailoring patient journeys: When building a workflow, you can create logic that will dictate which path a user flows through. Conditions allow you to add different types of criteria to a workflow, utilizing information such as observation data, patient attributes, responses to questionnaires (submission history) and criteria/information that is present at the time of the event.
• Taking action: The output or action resulting from a workflow can be the auto-application or recommendation of care (in the form of care plans, tasks, goals and products), or sending automated communications to patients and practitioners.

Trigger Events

Capable’s event system is a powerful tool that can be used in workflows to tailor when and how to personalize care in a patient’s journey. There are currently 16 trigger events available to kick off workflows, and we’re adding more regularly.

Available Trigger Events:

• Patient create: When a new patient is added to your Capable portal
• Patient update: When a patient’s personal information is updated
• Submission create: When a patient submits a questionnaire
• Submission update: When a patient’s questionnaire is updated (typically used for anonymous questionnaire submitted prior to sign up)
• Observation create: When a patient logs an observation
• Conversations: Message added: When a patient or practitioner responds to a chat/SMS (typically used to power notifications)
• Care plan create: When a care plan is created and applied to a patient
• Care plan update: When a care plan is updated, such as its achievement status
• Task create: When a task is created and applied to a patient
• Task update: When a task is updated, such as its achievement status
• Goal create: When a goal is created and applied to a patient
• Goal update: When a goal is updated, such as its achievement status
• Appointments (Scheduled/Cancelled/Rescheduled): When an appointment is scheduled, cancelled or rescheduled /
• Encounter create: When a practitioner creates an encounter associated with a patient

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When a workflow does not have a Trigger Event, it is initiated when the /workflowsrun endpoint is hit.

This endpoint is programmed on Submit when using the Questionnaire App or via custom implementation by your developer team.

Conditional Logic and Inputs

Conditions are the criteria that tailors a workflow and leads a user to a desired action. A condition node contains inputs, or individual conditional criteria that qualify which path a patient takes within a flow, or if they will proceed in the flow at all.

There are two types of logic within a workflow: chained vs branching.

Chained

This is when you add a condition node directly beneath a condition node to map out the qualifying criteria.

Branching

This is when you add a split that governs logic and direction for the user within the workflow.

Condition types

When creating condition nodes, you will be able to add specific inputs to the node that will guide your patient to a personalized outcome. As we do with Trigger Events, we are adding new conditional criteria regularly. Currently, there are four types of condition criteria, or “Inputs.”

1.) Patient attributes: Patient information and identifiers, such as age or gender

2.) Submission history: Past patient responses to questionnaires

3.) Observation data: Set of logged observations within a scoped period of time

4.) Event-specific inputs: This is conditional criteria informs the workflow by using information on the event, e.g., at the specific time an event happens. (For example: the relative date a patient is created or enrolling a specific questionnaire when a submission event is triggered.)

Actions for Patients and Practitioners

The outcome or output of a workflow, or workflow action, is what happens should the user going through a particular workflow meets all the criteria in the associated conditions. There are currently 2 categories of actions that could take place resulting from a workflow.

1.) Care object actions

2.) Automated communication actions

Care Object Actions

Care object actions includes Care Plans, Tasks, Goals and Products that will be applied to a patient as an output to a workflow. For Care Plans, Tasks and Goals, you can toggle between Auto-Apply and Recommend.

• Auto-Apply is when the care object is automatically applied to the patient.
• Recommend requires practitioner review, which allows a practitioner to manually commit or dismiss the recommendation.

Automated Communication Actions

The other type of workflow action is automated communication. There are two main types of automated communication actions: Send Practitioner SMS and Send Patient Communication.

Send Practitioner SMS action powers practitioner notifications. With this action, you can choose a specific practitioner to notify or toggle “Send to assigned practitioner” so the appropriate care team member associated with the patient receives the SMS. Should you choose a specific practitioner, you will be able to view the number on file for that practitioner to ensure it is the correct phone number, or will be prompted to add a phone number for the practitioner should they not have one on file.

The Send Patient Communication allows you to automatically send a Chat or SMS. You’re able to select your desired conversations type (Chat or SMS). If you select Chat, you will be able to add a subject line for the message and select the practitioner you would like the message to be sent from. For both Chat and SMS, there is text box to input you message to the receiver.

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