3 easy steps for automating your healthcare document workflow with PDFfiller and Zapier

Zapier, business automation, EHR, healthcare, document management, digital workflow, PDFfiller

Tired of routine paperwork hassles? Zapier and PDFfiller have formed the perfect match for automating your business processes.

Greg is running a small healthcare business. He has a good team of real professionals who take care of patients and are devoted to their mission. Document workflow is part of Greg’s everyday routine. Each patient at his clinic is given their own admission package. This package consists of a patient intake form, prescription form, insurance policy and other documents. Going digital helps Greg’s clinic save money on paper, storage equipment, mailing services and what is more – the time and nerves of his employees who don’t have to search for misplaced patient files among stacks of paper.

Apart from helping patients, assistants in Greg’s clinic have to create and fill out hundreds of documents. Before coming to the clinic for the first time, patients have to complete and submit all necessary information in the admission package. The process is as follows: a patient gets a link to a simple interactive PDF form where they have to enter their name, address, phone number,  email and health issues. The submitted forms are saved to a separate folder in their PDFfiller account. Sounds good, but not perfect. Assistants then use the patient information to fill out forms in the admission package and other documents. The latest research shows that a majority of medical errors are made from the manual transferring of information which leads to undesirable patient experiences and other clinical risks.


How to efficiently automate your digital workflow without any coding

Greg understood that automation could save his business from the time consuming and inefficient process of manual filling. However, his main worry was that his team’s lack of technical knowledge would slow down the automation process, until he found Zapier’s automation tool.

Zapier is a real lifesaver for those who know nothing about coding and still want to automate tedious processes that are necessary to their daily working routines. Zapier connects your favorite apps in a few easy steps. It even provides you with ready-made templates and Zaps that you can use to begin workflow automation. So, what did Greg do?


Collect patient data, create pre-filled documents and send them to patients with PDFfiller and Zapier in three Zaps

First, Greg wanted to get rid of manually transferring patient data to documents from his clinic’s admission packet.

Zap 1:

Once a patient has filled in a linked form, Zapier transfers this data to a Google spreadsheet. The assistant then looks through the patient data and adds the name of a doctor along with an appointment time, according to the urgency of the patient’s condition.

What’s next? “It would be great to automatically transfer collected data to patient intake forms and send them to my patients.” Greg thought.


Zap 2:

Once an assistant adds a date and a doctor’s name to a Google Spreadsheet, Zapier uses the information from the spreadsheet to create a filled patient intake form and saves it to a PDFfiller folder. This form contains personal patient data and information about the upcoming appointment.

The last step is to send completed forms to patients. This step contains a lot of actions, but you only have to set them once.


Zap 3:


That’s it: a completed form with all the essential information is sent to the patient’s inbox. They can print it out or save it to their computer or mobile device.

With Zapier and PDFfiller, Greg can easily automate the process of collecting patient data, creating completed documents and sending them to patients via email. Greg is sure that he’ll soon find even more ways to streamline his business with workflow automations.



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