Overview

Automating Nutrition Practice Workflows with Keragon

Karuna Wellness Studio is a team of 6–8 registered dietitians providing non-diet, intuitive eating, and eating disorder care. Serving 200–250 clients and managing up to 450 appointments per month, the team needed a way to automate client communication and marketing without compromising data security.
Practice Owner Kate Thomas turned to Keragon to securely connect their EHR and CRM - enabling smart, automated workflows that support client retention, sales funnel efficiency, and internal coordination.

‍

Industry: Healthcare
Specialty: Nutrition and Eating Disorder Care
Size: 6–8 dietitians, 200–250 clients/month
Pain points: Risk of PHI exposure, limited automation options, time-consuming communication workflows
Vendors integrated: IntakeQ, GoHighLevel

‍

The Challenge

Limited Options for Secure Automation

Before Keragon, the team used Zapier for non-HIPAA workflows and relied on limited automation features within their EHR. This setup couldn’t handle more advanced, secure integrations - especially for client communications and marketing. Without a scalable solution, they faced time-consuming admin work and missed opportunities to grow.

‍

Key Challenges:

(1) Risk of PHI exposure with unsupported tools

(2) Manual data entry across platforms

(3) Limited ability to automate client communications and marketing

‍

The Solution

Secure EHR–CRM Integration for Smarter Workflows

With Keragon, Karuna Wellness Studio began syncing client data between IntakeQ (their EHR) and GoHighLevel (their CRM). This allowed them to create email workflows, sales funnels, and automated communication based on client actions - such as missed appointments or appointment types.

‍

While they found the interface difficult to navigate without technical expertise, Keragon’s support team helped guide setup and troubleshoot issues quickly. The ability to connect tools in a HIPAA-compliant way was the critical feature that made this automation possible.

‍

Key Automations:

• Synced client contact and tag data between EHR and CRM
• Triggered email workflows based on appointment and client type
• Sent automated emails for key actions like missed appointments
• Reduced manual entry by connecting data across platforms

‍

Results

Laying the Foundation for Growth and Better Communication

Even with the healthcare workflow building still in progress, Keragon has already helped Karuna Wellness Studio build a foundation for more efficient internal communication and better lead conversion through improved sales funnels. The ability to securely connect systems has also reduced the need for staff to enter information in multiple places.

Key Outcomes

• Communication: Clearer internal coordination and client outreach
• Staff Time: Reduced duplication of effort across platforms
• Marketing: Stronger sales funnel to convert leads into new clients

‍

Testimonial‍

Kate Thomas, founder and practice owner for Karuna Wellness Studio shared that Keragon’s support team was responsive and helpful throughout the process, and she appreciated the detailed documentation. She also mentioned that the setup could be simpler for non-technical users. 

‍

“The support was very helpful, and the online support documentation is detailed and easy to understand. Still, the platform could be more user-friendly for non-technical small business owners.”

Conclusion

Looking for HIPAA-Compliant Zapier Alternative That Works for Small Teams?

For small practices balancing marketing, client communication, and privacy needs, Keragon is one of the few platforms that delivers HIPAA-compliant automation. It may take some support to get started, but it’s already helping teams like Karuna Wellness Studio save time and build stronger systems for growth.

‍