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How to use Pre-Set Workflows

Enable an automated workflow for when you onboard care recipients and care professionals so that you never miss an important step.

Anjelica avatar
Written by Anjelica
Updated over a week ago

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 Care Professional or Care Recipient 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 reach out to your Customer Success Manager and Onboarding Manager directly.


What are the Pre-Set Workflows?

The below outlines the pre-set workflows that are available to you to use:

  • Care recipient touchpoint workflow

  • Care recipient onboarding workflow

  • Care professional onboarding workflow

  • Care professional touchpoint workflow

  • Document expiry workflow

  • Birthday workflow

The below outlines the associated actions and due dates of those actions for each workflow:

Care Recipient touchpoint workflow

Trigger event: When a first visit is completed, this will trigger the following actions:

  • Complete next-day courtesy calldue 1 day after the first visit is completed

  • Complete 14-day service reviewdue 2 weeks after the first visit is completed

  • Complete 90-day quality assurancedue 3 months after the first visit is completed

  • Complete 6-month service reviewdue 6 months after the first visit is completed

  • Complete quality assurancedue 9 months after the first visit is completed

  • Complete care service reviewdue 12 months after the first visit is completed

  • Define future touchpointsdue 12 months after the first visit is completed


Care Recipient onboarding workflow - using Zoho integration

Trigger event: When a Care Manager performs a consultation and the Care Recipient is taken on and the Zoho status is updated to ‘Closed Successful' for the Care Recipient, this will make the Care Recipient ‘Active’ in Birdie and will therefore trigger the following actions:

  • Schedule introductiondue 1 day after client profile is created

  • Schedule first visits — due 1 day after client profile is created

  • Complete digital care consultation assessment and plandue 1 day after client profile is created

  • Issue service agreement for signature and obtain lawful consentdue 1 day after client profile is created

  • Share Statement of Purpose and Privacy Promisedue 1 day after client profile is created

  • Share additional relevant policies and service informationdue 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.


Care Recipient 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 plandue 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 Promisedue 1 day after client profile is created

  • Share additional relevant policies and service information — due 1 day after client profile is created


Care Professional onboarding workflow

Trigger event: creating a care professional profile will trigger the following action:

  • Issue ID badge — due 1 day after profile creation


Care Professional 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 care professional 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 care professional’s next supervision session is due.


Document expiry workflow

This workflow can help manage the expiry and renewal of key documents relating to Care Professionals. 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 Care Recipients 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 Care Recipients' date of birth to the About Me 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.


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.


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FAQ'S

Will existing Care professionals and Care Recipients 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 Care Recipients 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.

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