Overview
Administrative ThoroughCare users can set up custom automations to enhance and streamline their practice workflows through the Auomations Management screen.
Navigating Automations Management
To access the Automations Management screen, go to the left side panel, expand the 'Management' section, and click 'Automations'.
Once the 'Automations' screen is open, the user will see two tabs: General Automations and Eligibility Automations.
General Automations
The 'General Automations' tab creates and stores a practice's 'To-Do' automations.
To-Do Automations
To create a To-Do automation, click the '+ Automation' button located at the top right corner of the screen to populate the 'Edit Automation' modal. This modal contains the fields listed below that will allow administrative users to define when a To-Do should be created, what information the To-Do should contain, when the To-Do should be completed by, and what user(s) the To-Do should be assigned to.
Automation Trigger (Required) - Dropdown field that lists the available system events that can be used to activate a To-Do automation. Automation Trigger options include:
Assessment Finalized by Patient - Any time that a patient clicks the 'Finalized' button on an assessment sent from their Assessments tab via text or email.
Assessment Sent to Patient - Any time that a user sends an assessment to a patient via text or email from that patient's Assessments tab.
BHI Care Manager Assigned - Any time that a user is entered into a patient's 'BHI Care Manager' field.
BHI Provider Assigned - Any time that a user is entered into a patient's 'BHI Provider' field.
CCM/PCM/APCM Care Manager Assigned - Any time that a user is entered into a patient's 'CCM Care Manager' field.
CCM/PCM/APCM Provider Assigned - Any time that a user is entered into a patient's 'CCM Provider' field.
Patient Created - Any time a new patient record is created in ThoroughCare via manual entry, import, or EHR integration.
Primary Care Manager Assigned - Any time that a user is entered into a patient's 'Primary Care Manager' field.
Primary Provider Assigned - Any time that a user is entered into a patient's 'Primary Provider' field.
RPM Care Manager Assigned - Any time that a user is entered into a patient's 'RPM Care Manager' field.
RPM Provider Assigned - Any time that a user is entered into a patient's 'RPM Provider' field.
RTM Care Manager Assigned - Any time that a user is entered into a patient's 'RTM Care Manager' field.
RTM Provider Assigned - Any time that a user is entered into a patient's 'RTM Provider' field.
User Created - Any time a new ThoroughCare user profile is created in the Management - Users screen.
To-Do Name (Required) - Text field that will display when the user opens their User Panel and views their list of To-Dos.
Notes about this to-do: Additional text field that will display when the user opens the associated To-Do record.
Due Date (Required): Numerical field that defines how many days after the event selected in the 'Automation Trigger' field that the recipient(s) has to complete the To-Do before it is considered overdue.
Recipient (Required): Multi-select dropdown field that lists all ThoroughCare users available to create To-Dos for based on the Automation Trigger. Intended recipients can be selected based on their relationship to the associated patient (Primary Care Manager, Primary Provider, Program-specific Care Manager, and Program-specific Provider), based on their ThoroughCare user role (Customer Administrators, Practice Administrators, Billing Administrators, Notification Backup users, Non-clinical users), or by individual user.
Once a To-Do Automation has been successfully created, a that To-Do will be automatically assigned to all stated recipients any time the Automation Trigger occurs. Once the To-Do is assigned, it will behave identically to all manually created To Do records.
To make any updates to that To-Do Automation, please see the following 'Action' options located in table:
Edit - Click to make any changes to the To-Do Automation.
All fields are editable with the exception of 'Trigger Automations'. If you want the same To-Do to be triggered from a different event, you will need to create a brand new automation.
Any changes made to a To-Do Automation will only take effect on To-Dos created in the future.
Delete - Click to remove the To-Do Automation record. This action should only be taken if the practice knows they will never want to utilize the To-Do Automation in the future.
Disable - Click to stop the To-Do Automation from being triggered by any future trigger events.
Enable - Click to re-enable a To-Do Automation that was previously disabled and begin triggering the To-Automation for all future trigger events.
Eligibility Automations
Care Management program eligibility can be automated by enabling a pre-set workflow available in the Automations Management - Eligility Automations tab.
When a user accesses the tab, they will see a table that lists an automation option for each applicable program that their practice is currently enabled for.
These options are disabled by default. They can be turned on for each individual program by clicking the related 'Edit' button to open the '[Program Name] Automation' modal. Each modal offers two options for setting eligibility:
Minimum Number of Active Conditions: This trigger relates to the number of conditions listed in a patient's 'Conditions' table that are related to the program in question. Note: To review which conditions will be considered for each program, you can visit the Management - Conditions screen for the full list.
If a patient is not currently marked 'Eligible' for a program, the automation will re-run each time the patient's 'Condition' table is updated.
Minimum Patient Age: This trigger relates to the youngest a patient can be to be considered 'eligible' for a given program. Note: If you do not wish to consider patient age when defining eligibility, set this field to 0.
If a patient is not currently marked 'Eligible' for a program, the automation will re-run each time the patient's age is update.
If the automation deems a patient eligible for a Care Management program, the applicable checkbox will be marked in their Patient Info tab and they will begin to populate under the program Dashboard's 'Not Enrolled' bucket.