USING THE DR. NOTES BOX AUTOMATION TRIGGER IN EMBODI

This article provides a walkthrough and guide on leveraging the "Dr. Notes Box Automation Trigger" feature within the EMBODI platform. This automation is a powerful tool for streamlining communication, particularly for billing-related messages, by triggering actions based on specific data entry in a patient's record.

What is the 'Dr. Notes Box' Automation Trigger?

The "Dr. Notes Box Automation Trigger" in EMBODI is an event-based trigger that initiates a predefined action (like sending a text message or email) when a specific piece of information is entered into a designated "Dr. Notes Box" field within a patient's record. This allows for immediate and automated follow-up on critical patient-specific details, such as a referral for billing.

The video demonstrates the process for a "Balance Notification" template, which is a prime example of where this trigger would be used.

1. Navigate to Automations:

• Start by logging into your EMBODI system.

• In the sidebar menu, click on Automations (seen around 0:33 in the video).

2. Select the Desired Template:

• The video shows a list of templates. Select the relevant template you wish to automate. The example uses a "Balance Notification" template (0:20).

3. Configure the Template (If necessary):

• Ensure your template contains the desired text or email content. The video shows an example of a text message and an email template for a balance notification, including dynamic text for the patient's balance and contact information (0:26 - 0:31).

4. Set the Trigger Type:

• Within the template editing screen, look for the "Automations" or "Triggers" section.

• Crucially, select the 'Doctor Notes' trigger type. This is the core of this automation.

5. Define the Trigger Condition:

• Specify the exact text that must be entered into the "Dr. Notes Box" to fire the automation.

  • Example from context: If a staff member enters "Ready for Billing, DC" in the doctor's notes, this specific trigger could be set up to fire a billing notification.

6. Save the Automation:

• Once the template and the trigger are correctly set, save your changes.

Why Automate with the Dr. Notes Box?

• Improved Efficiency: Eliminates manual steps for sending standard communications (e.g., balance notices, pre-billing alerts) after a doctor has noted a specific action is required.

• Accuracy: Ensures the correct message is sent immediately upon the doctor/staff completing a key action, reducing the risk of human error or delayed communication.

• Timely Patient Communication: Patients receive crucial information faster, which can improve collections and overall patient experience.

In summary, the "Dr. Notes Box Automation Trigger" in EMBODI is a highly effective feature for practices looking to automate the administrative tasks.