Automated Workflows

Five built-in workflow types that run on autopilot, plus unlimited custom automations via integrations:

• Appointment Reminders — sent 24 hours before a visit (customizable)
• Intake Form Reminders — nudge patients 48 hours before if forms aren't completed
• Post-Visit Review Requests — sent 2 hours after appointment completion
• New Patient Welcome — sent 5 minutes after a patient record is created
• No-Show Follow-ups — sent 1 hour after a no-show

On top of these, 200+ integrations via webhooks, Zapier, and Make let you automate virtually anything — push data to your EHR, sync patients to your CRM, notify your team on Slack, update a Google Sheet, trigger a billing workflow, and more.

Go to Settings in your dashboard:

• Each workflow type has its own toggle switch to enable or disable
• Click a workflow to customize the timing, channel (email or SMS), and message template
• Changes take effect immediately for all future executions

When enabled, Formisoft automatically schedules a reminder before every upcoming appointment:

• Default timing: 24 hours before the visit (customizable)
• Sent via your chosen channel — email or SMS
• Includes the patient's name, appointment date and time, and your practice name
• If the patient has pending intake forms, the reminder includes a link to complete them

No manual action needed — reminders are sent automatically for every appointment.

If a patient hasn't completed their intake forms, Formisoft sends an automatic nudge:

• Default timing: 48 hours before the appointment (customizable)
• Includes a magic link that takes the patient directly to their pending forms
• Only triggers if forms are actually pending — patients who already completed intake won't be nudged

This significantly reduces incomplete intakes and front-desk data entry on the day of the visit.

When an appointment is marked as "completed," Formisoft automatically sends a review request:

• Default timing: 2 hours after completion (customizable)
• Patient receives a link to a branded review page
• They rate their experience from 1 to 5 stars
• High ratings (4–5) are redirected to your Google Review page
• Low ratings (1–3) collect private feedback for internal improvement

When an appointment is marked as "no-show":

• A follow-up message is sent automatically 1 hour later (customizable)
• Sent via email or SMS
• Use it to check on the patient, offer to reschedule, or ask if they need assistance

The tone is caring, not punitive — you control the exact message through the template editor.

When a new patient record is created (manually or via form submission):

• A welcome message is sent 5 minutes later (customizable)
• Introduce your practice, share what to expect at their first visit
• Include a link to any pre-visit intake forms

It's the first impression patients get from your practice's digital experience.

Yes. Each workflow has a customizable template with variables that are automatically replaced:

• {{patientName}} — patient's first name
• {{organizationName}} — your practice name
• {{appointmentDate}} — formatted appointment date
• {{appointmentTime}} — formatted appointment time
• {{intakeLink}} — magic link to pending forms
• {{reviewLink}} — link to review page

Write the tone and content that fits your practice.

Yes. Formisoft's 200+ integrations via webhooks, Zapier, and Make let you automate virtually anything:

• Push new patient data to your EHR automatically
• Send a Slack notification when an intake form is submitted
• Add patients to your email marketing list
• Create a task in your project management tool when a submission is flagged
• Sync appointment data to Google Calendar
• Trigger a billing workflow when a co-pay is collected

If you can trigger it with a webhook, you can automate it.

Workflows use a cron-based execution engine with built-in safeguards:

• Idempotency keys prevent duplicate sends
• Failed deliveries are retried up to 3 times with exponential backoff
• Every execution is logged with status (pending, completed, or failed)
• Full error details available for troubleshooting