Managing patient communications effectively is a challenge faced by many healthcare providers. Clinics often rely on tools like Spruce Health for secure messaging, but organizing and tracking these interactions can quickly become overwhelming, especially when done manually. 

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For example, a growing clinic in Boston faced daily challenges managing patient communications coming in Spruce Health. Every new message, whether it was a follow-up query or a concern, had to be manually logged into a spreadsheet to track response times and patient issues. This manual process consumed hours each week and often led to errors, leaving the administrative team frustrated and overworked.

The Problem

• Time-consuming manual logging: Staff had to manually log every patient message from Spruce Health into a Google sheet, taking up hours each week.
• Error-prone processes: Manual data entry often led to incomplete or inaccurate records, causing communication gaps.
• Limited insights: Tracking response times and identifying trends was difficult with scattered and outdated logs.
• Collaboration challenges: Sharing message records among team members was inefficient and slowed decision-making.

The Solution

The Spruce Health and Keragon integration simplified logging messages into a structured Google Sheets document. It automatically recorded sender names, timestamps, and message content for accurate, organized tracking and analysis. This workflow saved time, reduced errors, improved communication tracking, and enabled better collaboration, allowing the clinic to focus on exceptional patient care.

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Why would practitioners want to automate message logging?

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Automating message logging offers several key benefits for healthcare professionals:

• Save time on administrative tasks: Manual message tracking is time-intensive and takes staff away from focusing on patient care. Automation streamlines this process, allowing the team to dedicate more attention to patients.
• Improve communication management: Automatically organizing messages ensures that no communication is overlooked. Practitioners can track interactions more efficiently, leading to better patient outcomes and satisfaction.
• Enhance data accuracy: Manual logging can lead to errors like missed or incomplete entries. Automation captures and records messages accurately, ensuring reliable communication records.
• Optimize operational efficiency: With automated workflows, staff can focus on more complex tasks while maintaining up-to-date records. This improves clinic productivity without adding administrative burden.
• Enable actionable insights: Logging messages into platforms like Google Sheets allows for easy trend analysis and response time tracking. These insights help practices improve patient care and streamline workflows.
• Ensure compliance and security: Automation ensures secure handling of sensitive patient information, meeting HIPAA requirements and reducing the risk of non-compliance.

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Check out how Women's Mental Health Specialists Increased Revenue by 15% with Keragon using Spruce.

Now let’s create the workflow!

Here’s a step-by-step guide:

Step 1: Start a New Workflow

1. Log in to your Keragon account.
2. Navigate to the Workflows section and click Create Workflow.
3. Give your workflow a descriptive name, like Spruce Health to Google Sheets Logging.

Step 2: Add the Trigger (Spruce Health)

1. Select Spruce Health as the trigger app.
2. Then select Google Sheets as the action app. 
3. Choose the Trigger option in Spruce to activate the workflow whenever a new message is created. Optional: Rename it to “New message”.
4. Authenticate your Spruce Health account by entering your credentials or API key.
5. Configure the trigger settings, such as applying filters to capture specific message types (e.g., only conversation messages).

Step 3: Add the Action (Google Sheets)

1. Choose the Create Spreadsheet Row action in Google Sheets to log each message as a new row in Google Sheets.
2. Authenticate your Google account and grant permissions to Keragon.
3. Configure the action:some text
   1. Select the spreadsheet and worksheet (e.g., Sheet1) where the data should be logged.
   2. Map Spruce Health message fields (e.g., sender name, timestamp, and content) to the corresponding Google Sheets columns.

Step 4: Test the Workflow

1. Run a test to ensure the workflow functions as expected.
2. Keragon will simulate a new message in Spruce Health and verify that the details appear correctly in Google Sheets.
3. Review the test output and adjust any settings if needed.

Step 5: Activate the Workflow

1. Once testing is successful, click Activate Workflow.
2. Your workflow is now live, and every new message in Spruce Health will be automatically logged in Google Sheets.

Step 6: Monitor and Optimize

1. Review logged messages in Google Sheets regularly to ensure everything is captured accurately.
2. Update the workflow as your needs evolve (e.g., adding more fields or integrating with additional apps).

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By following these steps, you’ll automate Spruce Health message logging effortlessly, saving time and improving organization in your clinic’s communication processes.

Let’s compare the manual processes vs the Keragon process: 

Who can use this workflow

• Healthcare providers: Clinics, hospitals, and private practices using Spruce Health to manage patient communications.
• Administrative teams: Staff responsible for maintaining communication records or preparing reports.
• Healthcare tech managers: Professionals overseeing digital tools and ensuring efficient data flow between systems.

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Ready to save time and improve accuracy in patient messaging management? Start using Keragon’s Spruce Health to Google Sheets workflow today and streamline your operations. Signup for free today!
Or explore our other 300+ integrations! 

FAQ

What is Spruce Health, and why integrate it with Google Sheets?

Spruce Health is a secure messaging platform for healthcare providers. Integrating it with Google Sheets simplifies communication tracking, making it easier to analyze and share data.

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Is this workflow HIPAA-compliant?

Yes, Keragon ensures that all workflows adhere to HIPAA standards, protecting patient data during transfer and storage.

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Can I customize the data logged in Google Sheets?

Absolutely! This workflow lets you specify which details (e.g., sender, timestamp, message content) to log based on your clinic’s needs.

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How does this workflow improve efficiency?

By automating message logging, it saves administrative staff hours of manual work and reduces the risk of data entry errors.

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Can small clinics benefit from this workflow?

Yes, this workflow is ideal for clinics of all sizes, offering a scalable solution to manage patient communications effectively.

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