The challenge
What was at risk
Agents spent hours each day creating tasks, scheduling callbacks, sending messages, and tracking outreach. The CRM, dialer, EHR, internal platform, and reporting tool did not share one standard workflow.
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Workflow automation case study
Full Care Plan Automation With GoHighLevel, Webhooks & Dialer
Replacing routine task creation with an event-driven monthly outreach cycle
Designed an automated care-plan workflow that linked onboarding, patient status checks, dialer enrollment, custom forms, messages, and reporting for an eleven-agent care team serving a 2,800+ patient population.
- 2,800+
- patient population
- 11
- agents supported
- 5+
- connected systems
- Monthly
- automatic outreach cycle
Founder role
What I owned
Designed and built the automation end to end, from the first onboarding submission through recurring monthly outreach, custom forms, staff activity tracking, and exception review.
Delivery path
A clear path from risk to working process
- 01Submit onboarding form
- 02Trigger webhook rules
- 03Enroll the patient in outreach
- 04Track completed care activity
What I built
The work behind the result
- 01Used an onboarding webhook to assign the coordinator, update RPM status, open the correct care-plan form in the dialer, and trigger welcome messages.
- 02Connected onboarding and check-in appointments to scheduled dialer enrollment.
- 03Built a first-of-month workflow that clears cycle fields, checks the latest reading and RPM status, and enrolls eligible patients.
- 04Replaced task-based tracking with form-submission tracking and a Redash and SQL activity report.
- 05Built five care-plan forms inside the internal care operations platform: check-in, chart review, care management, critical alert, and welcome.
- 06Added clear exception paths so staff could review patients who did not meet the automated rules.
Results
What changed after the work
- Removed routine daily task creation from the standard care-plan workflow.
- Made the monthly outreach cycle run without a person having to start it.
- Gave patients a more consistent outreach path across the care team.
- Let agents spend more time on live patient work instead of task setup.
- Connected GoHighLevel, Chase Dialer, the internal platform, eClinicalWorks, and Redash through an event-driven workflow.
Results are based on internal operating records and project documentation. Client and patient details are omitted.
Systems and tools
Built inside the real stack
- GoHighLevel
- Webhooks
- Chase Dialer
- eClinicalWorks
- Redash
- SQL
- Custom forms
- Healthcare workflow design
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