HomeWorkflow automations

Put your practice's busywork on autopilot.

A workflow automation is a rule you set up once that runs itself afterward. When something happens in your physical therapy practice, Orion does the things you told it to do. No one has to remember, no one has to click.

See Orion run your practice → Build one by asking Aurora

No code, no developer Included in both plans

The automation builder

Drag a nodeConnect itTurn it on

Workflow AutomationsNew Patient WelcomeEditing Draft

Node types · drag onto canvas

Trigger

Delay

Send Custom Form

Send Email

Create Task

Branch

Canvas

drop here

Trigger

Patient createdAny new patient record

drop here

Delay

Wait 1 dayGive the chart time to settle

drop here

Communication

Send Custom FormIntake packet → patient portal

drop here

Communication

Send EmailDay-before reminder

Drag a node from the palette onto the canvas Illustrative

Aurora × automations

Or skip the canvas. Just ask.

Focus on your patient, not your keyboard. Describe the workflow you want in plain language and Aurora builds it: trigger, timing, steps and all. You review what it made, adjust anything, and turn it on.

You

Hey Aurora, build me a new patient workflow where all reminders and documents are sent to the patient before the appointment starts.

Building your workflow

Done. Here's New Patient Welcome: four steps, triggered when a patient is created.

When a patient is created

Wait until 3 days before the visit

Assign the intake form group

Email the day-before reminder

Saved as a draft. Review it, then turn it on.

Describe it, don't draw itSay what you want to happen and when. Aurora picks the trigger, the timing and the steps.

It lands on the canvas, editableAurora builds real nodes, not a black box. Open it, change anything, add a branch.

Always a draft firstNothing Aurora builds goes live until you read it and switch it on yourself.

The same Aurora you already useThe scribe that writes your notes also builds your automations. One assistant, one login.

Aurora is included in both plans. See everything Aurora does →

What it means for your team

The same automation lands differently depending on your job.

Stay in the room, not in the chart.

The admin steps that pile up around a visit (assigning the next form, updating a status after a no-show, remembering the follow-up) stop being your job.

Repetitive admin happens on its own. Forms get assigned, statuses get updated, tasks get created without you touching them.

Less manual follow-up between visits. The between-visit chasing is handled by a rule instead of by memory.

Paperwork arrives before the patient does. Intake is already answered when they walk in, so the visit starts on the clinical part.

Nothing slips because someone forgot to update a record.

No-shows, status changes and completed visits fire triggers on their own, so the billing consequences get handled the moment they happen.

No-shows and status changes are caught automatically. A dedicated no-show trigger means the write-off, the rebook task and the note all happen without a manual sweep.

Authorization checks and alerts don't get missed. Visit-count thresholds and expiring auths raise a task before they become a denial.

Billing tasks land on someone's list. Not in a spreadsheet, not in someone's head. A real task with an owner.

Set it up once instead of triggering it by hand every time.

The routine sends (forms, reminders, the call when a slot opens) stop being something you track on a sticky note and start being something the system just does.

Sending forms is automatic. A single form or a whole intake group goes out at the right moment, to the right patient.

Notifications fire themselves. When a slot opens or an appointment changes, the right person hears about it without you telling them.

Nothing to remember at 4:45pm. The end-of-day chase list shrinks because most of it already ran.

Your standard process, actually followed.

Write the process once as an automation and it runs the same way for every patient and every staff member, with a record of exactly what fired and when.

Build them yourself, in plain language. No developer, no ticket, no waiting on a release. Ask Aurora or drag it on the canvas.

Consistent process across staff. The rule doesn't have good days and bad days, and it doesn't onboard differently.

A clear history of what fired and when. Every run is recorded step by step, so you can see whether the standard is actually being met.

Fewer dropped tasks. The work that used to depend on someone noticing now depends on a trigger.

What people actually build

Three automations to turn on first.

Each one is a trigger, some timing, and a couple of actions. Nothing exotic, just the work nobody wants to remember.

01 · IntakeNew patient welcome

A patient is createdFront desk adds them, or the portal does

Wait until 3 days before the visitClose enough that they'll act on it

Assign the intake form groupWhole packet at once, into their portal

Email them a pointer to itBranded, with their own details filled in

02 · RevenueNo-show recovery

An appointment is marked no-showDedicated no-show trigger

Branch on how many they've missedFirst time is a nudge, third is a call

Create a rebook taskAssigned to the front desk, not the void

Flag the chartSo the pattern is visible next time

03 · OutcomesPost-visit check-in

A visit is completedFires the moment the note is signed

Wait 2 daysLong enough to have an opinion

Send the outcome measureSame screener every time, so it trends

Task the provider if the score dropsA branch catches the ones going backwards

The other two pieces

An automation needs something to send.

Workflows are the engine. What they deliver are the forms and emails you design yourself, with the same drag-and-drop feel and no developer involved.

Build the formSo there's something to send

Design the emailThat points at it

Wire the automationThat ties both to a trigger

The form builder

Patient-facing paperwork, built by you

Custom FormsNew Patient IntakeIntake Draft

Question types

Short text

Date

Single choice

E-signature

File upload

Heading

Form canvas

Full name

Date of injury *

Is this work-related? *

YesNoNot sure

Consent to treat *

Sign here

Live patient preview

New Patient Intake

Full name

Date of injury *

Is this work-related? *

YesNoNot sure

Consent to treat *

Sign here

Pick a question type to add it to the form Illustrative

The email builder

Branded messages that fill in each patient's details

Email TemplatesVisit ReminderReminder Draft

Blocks

Heading

Text

Button

Image

Divider

Spacer

Message canvas

Heading · H2

Text

Button

Divider

Mobile preview

Visit Reminder

See you tomorrow, Maria.

Your appointment with {provider.name} is {appointment.date} at {appointment.time}. Please finish your intake before you arrive.

Open my forms

Drop blocks onto the canvas to build the message Illustrative

Build in this order. The form first, so there's something to send. Then the email that points at it. Then the automation that ties both to a trigger, because building the workflow first means testing against pieces that don't exist yet.

What's under the hood

Marketing-automation power, built for a medical practice.

The same shape as the automation tools other industries have had for years (triggers, conditions, delays, branches), except the triggers are clinical and the records are FHIR.

Visual canvas editor

Drag nodes on, draw the connections, click any node to configure it. A mini-map keeps you oriented on the big ones.

Context variables

Every step can read the record that triggered it. A browsable catalog shows exactly which fields are available where.

Core actions

Create a task, update a status, write a FHIR resource, or call an outside system with a webhook.

Scheduled & time-based triggers

Fire on a schedule, or wait until a date on the record arrives, like the day before an appointment.

Provider & no-show triggers

Start on a provider record being created or updated, or the moment an appointment is marked no-show.

Form & group assignment

Assign a single form or a whole intake packet, automatically or by hand for one patient.

Loop prevention

The canvas refuses to save a path that circles back on itself, so an automation can't run forever.

Run history

Every run is recorded step by step: what fired, when, for whom, and whether each step succeeded.

Natural-language builder

Describe the workflow and Aurora assembles it on the canvas as an editable draft.

What you should know

The guardrails, stated plainly.

Automations touch patients, so they're built to fail safely and to be auditable when something looks wrong.

Only active automations run

A draft is ignored entirely. You turn it on when you're ready, and you can turn it off just as fast.

No loops, by construction

The canvas won't save a design whose path circles back on itself. The shape is checked before it can go live.

A hard stop on runaway runs

Any single run that takes far more steps than expected is halted and marked failed rather than continuing.

Every run is recorded

You can open any run and see which steps succeeded, which didn't, and exactly where it stopped.

Steps skip rather than crash

If an email step has no address on file, that step records "no one to reach" and the automation carries on.

Permissions still apply

Building and activating automations is an administrative action. It needs the right access, and it's logged.

Book a live demo

See it automate your actual workflow.

Bring the process you're doing by hand today. We'll build it as an automation on the call and you can watch it fire.

Your current EHR stays live the whole time.
Automations, forms and emails are included in both plans.
Ask Aurora to build the first one for you.

See Orion run your practice → Take a Test Drive

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