Workflows to Automate Front Office Tasks - Therapy Flow CRM

With workflows in Therapy Flow CRM, you can create powerful automatic flows that remove tedious, recurring front office tasks, helping to scale and grow your practice.

Workflows are made up of selected trigger events and actions. When a trigger runs, such as a specific form was submitted, the resulting actions are activated inside the workflow.

These workflows can streamline a wide range of tasks and processes related to front office operations, marketing, sales, recruiting, and more!

5 Workflow Examples for Front Office Support

Here’s a list of workflows practices enjoy using inside the Therapy Flow CRM to help streamline front office processes and support their intake teams:

Form or Calendar Booking Submitted Workflow

When a form or calendar booking is made, this workflow springs into action. It starts by capturing the new contact’s information with the “Create Opportunity” action, placing them into the “Client Lead Pipeline” under “New Inquiry.” You can also assign a potential value to these new leads for tracking purposes.

Next, the “Add Contact Tags” action labels each contact based on the booking’s origin, such as “website lead,” simplifying how you manage and find these contacts in your CRM later on. The workflow then sends out confirmation emails and SMS messages, ensuring the client is in the loop.

To minimize missed appointments, the workflow waits for a day before sending out a reminder email. It also schedules text message reminders, getting more frequent as the appointment approaches. This strategy keeps your client informed and engaged, reducing no-shows and enhancing your service’s reliability.

This setup can be customized for different sources of contact, whether they come in through website forms, Facebook Lead Ads, Google Ads, or direct calls. Each path ensures that every lead is promptly and properly managed.

Incoming Call Workflow

When a potential client calls your practice, this incoming call workflow automatically captures the call details and helps in tracking and managing the lead. For calls coming through a specific number, such as in the example below, the workflow is triggered, executing the “Create Opportunity” action to add the contact to the pipeline.

Subsequently, the “Add Tag” action categorizes the call for future reference and follow-ups. This automation ensures no call goes untracked and opportunities are maximized.

Workflow Example Inbound Call Therapy Flow CRM

Send Bulk Email & SMS to Contacts Workflow

Efficient communication is key to nurturing client relationships. The ability to send bulk email and SMS to contacts allows you to reach out en masse to contacts tagged under a specific category.

Whether it’s a seasonal greeting, a newsletter, or a service update, you can ensure consistent engagement with your clients through timely and relevant bulk emails and SMS messages, all triggered by the contact’s tag.

Send Emails Workflow Example - Therapy Flow CRM

Facebook Lead Form Workflow

Integrate your Facebook marketing efforts with the Facebook Lead Form trigger.

Once a prospective client fills out a lead form on Facebook, the workflow triggers a series of actions—starting with an “Internal Notification” to alert your team, followed by “Create Opportunity” to track the potential client in your CRM, and “Add Tag” to categorize the lead. This ensures a swift and organized response to every inquiry.

Facebook Lead Ad Workflow Example - Therapy Flow CRM

Email Conditional If/Then Logic Workflow

Tailor your client communication with conditional “if/then” actions. These actions allow you to set conditions that, when met, trigger personalized email responses.

For instance, if a client clicks a link within an email, the workflow can send a follow-up email the next day. This level of personalization ensures clients receive relevant information at the right time, enhancing their engagement with your practice.

Add or Remove Workflows

Maintain the relevance of your CRM’s contact list with the “Add or Remove Workflows” function.

This workflow automates the management of your contacts by adding or removing them from specific workflows based on their engagement, such as if they’ve been tagged for certain services or actions. It ensures that your communication efforts are targeted and efficient.

Remove from Workflow Example - Therapy Flow CRM

Helpful Workflow Settings

  • Sending Window: Specify days and times when messages should be sent, ensuring communication aligns with your office hours and client availability.
  • Allow Multiple: Configure workflows to let contacts go through the same flow more than once, useful for repeated actions like annual check-ups.
  • Stop on Response: Halt workflow actions if a client responds, preventing unnecessary or redundant messages.
  • Auto Mark as Read: Workflow-generated messages are marked as read automatically to keep your inbox organized.
  • Event Start Date: Employ wait steps to time your communications perfectly with an upcoming event date.

Final Thoughts

Incorporating these workflow examples and settings into your Therapy Flow CRM can significantly enhance the efficiency and responsiveness of your front office. By automating routine tasks, you can refocus your efforts on providing top-quality care, knowing that the administrative side is running smoothly and effectively.

Therapy Flow offers specialized programs to elevate therapy practices to 6-7+ figures, featuring dedicated support, live coaching, and a HIPAA-compliant all-in-one CRM to make marketing easier, handle more inquiries, and transform your front office.

Discover the “#1 thing” that will propel your practice forward. Let Therapy Flow be the catalyst for realizing the full potential of your practice. Book a strategy call today!

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