Please note: Pre-set workflows are an Opt-in feature available as part of Birdie's Advanced CM, Advanced, and Plus packages. Please get in touch if interested in more information on this feature!
When an event occurs, such as a new Carer or Client joining your agency, there are often multiple tasks to be carried out by your team before care can be safely delivered.
Birdie has developed different workflows, each workflow has a different ‘trigger event’, which will generate a set of actions, so you never miss an important step! These actions will automatically appear within your Agency Hub, each with a due date. All you have to do is assign them to the relevant individual in your team!
How to turn the workflows on
This feature will not be enabled by default but will be opt-in. If you would like this turned on please contact our Support Team who will direct you to the relevant Customer Success team member.
What are the Pre-Set Workflows?
The below outlines the pre-set workflows that are available to you to use:
Client touchpoint workflow
Client onboarding workflow
Carer onboarding workflow
Carer touchpoint workflow
Document expiry workflow
Birthday workflow
The below outlines the associated actions and due dates of those actions for each workflow:
Client touchpoint workflow
Trigger event: When a first visit is completed, this will trigger the following actions:
Complete next-day courtesy call — due 1 day after the first visit is completed
Complete 14-day service review — due 2 weeks after the first visit is completed
Complete 90-day quality assurance — due 3 months after the first visit is completed
Complete 6-month service review — due 6 months after the first visit is completed
Complete quality assurance — due 9 months after the first visit is completed
Complete care service review — due 12 months after the first visit is completed
Define future touchpoints — due 12 months after the first visit is completed
Client onboarding workflow - using Zoho integration
Trigger event: When a Care Manager performs a consultation and the Client is taken on and the Zoho status is updated to ‘Closed Successful' for the Client, this will make the Clent ‘Active’ in Birdie and will therefore trigger the following actions:
Schedule introduction — due 1 day after client profile is created
Schedule first visits — due 1 day after client profile is created
Complete digital care consultation assessment and plan — due 1 day after client profile is created
Issue service agreement for signature and obtain lawful consent — due 1 day after client profile is created
Share Statement of Purpose and Privacy Promise — due 1 day after client profile is created
Share additional relevant policies and service information — due 1 day after client profile is created
Please note: The Zoho status will need to be updated to 'Closed Successful' in order for the above actions to be auto-generated. These actions will not be generated when the status is changed to 'Consultation Booking Confirmed'; 'Waiting List'; or 'Closed not filled' - and will not be created when creating a new lead in Zoho, alone.
Client onboarding workflow - not using Zoho integration
Trigger event: Creating a client profile will trigger the following actions.
Schedule introduction — due 1 day after client profile is created
Schedule first visits — due 1 day after client profile is created
Complete digital care consultation assessment and plan — due 1 day after client profile is created
Issue service agreement for signature and obtain lawful consent — due 1 day after client profile is created
Share Statement of Purpose and Privacy Promise — due 1 day after client profile is created
Share additional relevant policies and service information — due 1 day after client profile is created
Carer onboarding workflow
Trigger event: creating a Carer profile will trigger the following action:
Issue ID badge — due 1 day after profile creation
Carer touchpoint workflow
This will be used to remind office teams when staff supervision, spot checks and appraisals are coming up.
You can choose when you would like the reminder to arrive in your Inbox, in relation to the due date of the touchpoint:
1 day before
1 week or 2 weeks before
1, 3, 6, 9 or 12 months before
Trigger event: expiry date
When uploading a supervision/spot-check/appraisal document to the Carer profile in the onboarding tab, you will be prompted to give an expiry date (i.e. the due date for the next touchpoint)
The below screenshot is an example of a workflow that will remind the agency 2 weeks before the Carers next supervision session is due.
Document expiry workflow
This workflow can help manage the expiry and renewal of key documents relating to Carers. After you have scanned and uploaded copies of these documents within the Onboarding tab, you have the option to define an expiry date for these documents.
This workflow will auto-generate an action to confirm the renewal of the documents when an expiry date is added for the following documents:
ID
Driving license
Proof of valid DBS
MOT certificate
Proof of car insurance
The action to renew the expiring document will be generated automatically within your Agency Hub’s Inbox two weeks before the expiry date that has been entered. All you have to do is assign this action to the relevant individual in your team!
Please note: If the document expiry date falls within the window during which your workflows get generated, it may take 6 hours for the workflow to run and the corresponding action to appear in your Inbox.
Birthday workflows
We understand that you may like to wish your Clients a happy birthday by sending a card or making a phone call. To ensure you never miss a birthday, an action to wish them a happy birthday will be auto-generated and added to your Inbox one week before their birthday.
When you add a Clients' date of birth to the Basic information section of their profile, Birdie will inform you that a reminder will be auto-generated.
Please note: If the birthday date falls within the window during which your workflows get generated, it may take 6 hours for the workflow to run and the corresponding action to appear in your Inbox.
Birthday workflows are currently for Clients and not Carers.
How to View an Action Created via a Workflow
All actions that have already been created from the trigger event will surface in the Inbox tab and will remain there until completed or archived.
These actions will automatically appear within your Agency Hub, each with a due date. All you have to do is assign them to the relevant individual in your team!
Actions that have been created by a workflow will display “Action created by [name of workflow]” in the Timeline tab.
Birdie Academy Video
FAQ'S
Will existing Carers and Clients benefit from these workflows?
Yes, any expiry dates of documents or birthdays should always be in the future, any dates that have been added prior to today (assuming they are in the future) will be captured by the workflow and a reminder will be generated at the defined time (e.g. 2 weeks before due date)
Do existing Clients who have already had their first visit in Birdie also get enrolled in the ‘Client touchpoint workflow?
No, in this scenario you should set up recurring actions.