HIPAA-Compliant Automated Patient Enrollment and Data Synchronization Workflow
Boost clinic efficiency & ensure a seamless patient onboarding experience, with less human errors.
Keragon integrations used:
Square, Athenahealth, Jotform, Google Sheets, Gmail
Top healthcare companies trust Keragon to build HIPAA-compliant healthcare automations in a secure way
Imagine a busy healthcare clinic managing dozens of new patient enrollments each week.The administrative team is overwhelmed by the manual tasks; entering patient data in athenahealth, logging information in spreadsheets, updating profiles in Square, and notifying staff.
What if all these tasks could be automated? You can do that with Keragon!
You can build a workflow that automates the critical steps in patient enrollment, bridging data between Jotform, athenahealth, and Square. When a patient submits their enrollment form on JotForm, Keragon’s automation immediately creates their profile in athenahealth, logs the information in a Google Sheet for easy reference, updates the customer profile in Square, and notifies the staff via email that enrollment is complete. This solution removes manual data entry and ensures seamless, HIPAA-compliant data synchronization across platforms.
Let’s see how it’s done.
Step 1: Set up the trigger
Select trigger application: Choose JotForm as the trigger application.
Define the trigger event: Set the trigger to “New Form Submission” for the patient enrollment form.
This step ensures that each time a patient submits the enrollment form in JotForm, the workflow is initiated.
Step 2: Create a patient profile in athenahealth
Add athenahealth: Select athenahealth as the next application in the workflow.
Choose action event: Set the action event to “Create New Patient” in athenahealth.
Map data fields: Map the JotForm fields (like patient name, contact information, and medical history) to the corresponding fields in athenahealth.
This action will automatically create a new patient profile in athenahealth, reducing the need for manual data entry.
Step 3: Log patient information in a spreadsheet
Add Google Sheets (or similar spreadsheet tool): Choose Google Sheets to log the patient data.
Choose action event: Set the action to “Add Row” in the designated patient data sheet.
Map data fields: Map relevant fields from the JotForm submission to the spreadsheet columns (e.g., name, contact information, and enrollment date).
This step ensures all patient information is logged for easy reference and reporting.
Step 4: Find customer in Square
Add Square: Select Square as the application for the next action.
Choose action event: Set the action to “Find Customer” in Square.
Map data fields: Link the JotForm submission field of “email” to find the customer in Square by email.
This action will automatically find a customer profile in Square, eliminating the need for manual search.
Step 5: Update customer profile in Square
Add Square: Select Square as the application for the next action.
Choose action event: Set the action to “Update Customer” in Square.
Map data fields: Link the JotForm submission fields to Square’s customer profile fields, updating customer as needed.
Updating profiles in Square ensures that any necessary billing or contact information aligns across systems.
Step 6: Send a staff notification email
Add Email: Select Gmail as the application.
Choose action event: Set it to “Send Email” to relevant staff members.
Customize the email template: Include relevant patient data and an enrollment completion note.
This notification keeps the team informed in real-time, ensuring no delay in patient onboarding.
Step 7: Test the workflow
Run a test with sample data to verify that each action works as expected, creating a new patient profile in athenahealth, logging data in the spreadsheet, updating the Square profile, and sending the notification email.
Check for any mapping errors or data formatting issues and adjust as necessary.
This steps ensures there are no errors in your workflow.
Step 8: Activate the workflow
Once the workflow is verified, activate it in Keragon. Your automated workflow will now trigger each time a patient submits an enrollment form in JotForm, handling the entire process seamlessly.
Impressive, right? Eliminate overwhelming manual tasks by creating your free Keragon accounttoday!
Keragon automates patient enrollment by linking JotForm, athenahealth, and Square, ensuring that patient data is instantly synchronized across systems and notifying staff in real time, all while adhering to HIPAA standards.
What are the benefits of using Keragon’s HIPAA-compliant patient enrollment workflow?
This workflow saves time, reduces errors, and ensures secure, compliant data handling across healthcare platforms, making it ideal for practices seeking reliable automation solutions.
Why use Keragon over other automation tools for healthcare workflows?
Unlike general-purpose tools, Keragon specializes in HIPAA-compliant healthcare automation, providing enhanced security and privacy for sensitive patient data.
From solo practices, large multi-location clinics and all the way up to NASDAQ-listed digital health companies.
Keragon helps you grow your practice.
“Keragon has been an essential partner as we've grown our practice. The personalized support helped us get systems up and running quickly.”
Joey Young
President, Renew Hope and Healing
Keragon is a HIPAA-compliant alternative to Zapier.
“We used Zapier for many of our integrations, but when it came to working with protected health information we had to find a different solution. Keragon has filled that gap really well! Their team has been great to work with and super helpful in getting our integrations up and running!”
Mark Callahan
Head of Engineering, BreatheSuite
I'm not a developer. Keragon set me free!
“Thank you for your response. I started using the demo today; it worked so smoothly... I almost shed a tear. HIPAA Automations.... lovely!!!”
Christian Trujillo
Owner, Diabetes DME
Keragon improves your operational efficiency.
“We’re thrilled to share how Keragon is integral to the success of A Smile for Kids and the safety of our patients’ data. This is especially evident as different, internal ASK systems exchange HIPAA protected information. By using Keragon as a trusted integration platform, we have enhanced our operational efficiency and safeguarded patient data at the highest level!”
Christian Moller-Andersen
Executive Director, A Smile for Kids
Keragon will support you all the way.
“And THANK YOU so much for looking into our zip code issue! It worked! That was a simple fix and now we’re having no problems automating customer creation. I can’t thank you enough for the time and support - we’re absolutely thrilled with how our systems are operating with Keragon. It has truly been a game changer!”
Will McGabe
Director of Social Impact, Hungry Harvest
Keragon is like Zapier for your health care business - only WAY better
“Keragon's support is next level. They take the time to build the connectors and really think through everything with us in a considerate, professional way. We chose our 2.0 tech stack based on software that play nice with Keragon, and that was a really good idea. I feel excited because we now can constantly incrementally improve our operations, and Keragon is the behind the scenes driver of that growth!”
Kevin Bundy
CEO, Alive IV and Wellness
Very easy to use and powerful!
“Keragon is great, but the support is even better. Support is incredibly fast, and you can jump on screen shares for help when needed - this is unheard of. I would highly recommend Keragon for any healthcare organization, big or small, that is looking to connect their systems and automate their workflows using a very intuitive yet super powerful solution. ”
Lesley Van De Mortel
CEO, Lez Van De Mortel Ltd
HIPAA Compliant Zapier & More!
“I like how easy it is to build complex EMR integrations with Aesthetix CRM. Using the Keragon connectors, we have now integrated multiple EMRs, including ModMed. We are excited about the future of building HIPAA-compliant integrations for our customers with Keragon.”
Eric Dunn
CEO, Aesthetix CRM
Huge time saver
“We use a few different systems which leads to a lot of repeating the same steps in each platform. Keragon automated a lot of this for us. Now we can enter information in one place and it will update/add in every platform. The Keragon setup is not easy, but the support is great. I'd highly recommend to practices who use different platforms for patient care.”
Andrew Housholder
MD/Owner, The Morning Sickness Clinic
Fast Scaling Startup Nails Healthcare Automations
“Keragon successfully recreates a similar UI/UX and workflow to other top automation platforms like Zapier and IFTTT. The key difference is that it's one of the few that is HIPAA compliant across a wide range of tools. The team there has done a great job prioritizing the right features. As an automations consultant, I'm able to create the majority of the workflows I need, and find reasonable workarounds (such as using webhooks) to create the rest of them.”