Free checklist · Healthcare
The healthcare automation checklist.
Your clinical staff didn't go to school to do data entry — here's every task a machine should handle instead.
45%
admin reduction — industry average
41
Hrs/week at stake
$74,620
Annual waste, total
The checklist · 13 tasks
Tick every task your team still does by hand.
Hours and costs assume one person
at typical healthcare wage rates.
/ 01 — Automate first — highest payback
Patient intake forms by hand at front desk
FixUse a HIPAA-compliant digital intake form that auto-populates your EHR and sends a welcome email via n8n.
5 hrs/wk · $9,100/yr
Prior authorization paperwork
FixBuild an n8n workflow that pre-fills prior auth forms with patient and procedure data and routes them to the correct payer portal.
5 hrs/wk · $9,100/yr
Appointment reminders called by staff
FixSet up automated SMS and email reminders 48 hours and 2 hours before each appointment using Zapier and Twilio.
4 hrs/wk · $7,280/yr
Insurance verification via phone
FixIntegrate eligibility verification APIs via n8n to auto-verify insurance on appointment booking and flag issues.
4 hrs/wk · $7,280/yr
Billing error follow-up
FixUse Make.com to auto-flag billing discrepancies, generate correction requests, and notify the billing team with details.
4 hrs/wk · $7,280/yr
No-show follow-up manually
FixCreate a Make.com workflow that detects no-shows and instantly sends a reschedule link via text and email.
3 hrs/wk · $5,460/yr
Referral fax processing
FixUse AI document extraction in n8n to read incoming referral faxes, extract patient data, and create records automatically.
3 hrs/wk · $5,460/yr
/ 02 — Automate next — steady gains
Medical records request tracking
FixTrack records requests in Airtable with a Zapier workflow that logs each request, sends status updates, and flags overdue items.
3 hrs/wk · $5,460/yr
Staff scheduling via group text
FixReplace group texts with an automated scheduling tool connected via Zapier that manages shift swaps and sends confirmations.
3 hrs/wk · $5,460/yr
New patient welcome packet mailed manually
FixUse Zapier to send a digital welcome packet via email on new patient registration with links to forms and office info.
2 hrs/wk · $3,640/yr
Prescription refill request routing
FixBuild a Make.com workflow that routes refill requests from a patient portal to the correct provider for review and approval.
2 hrs/wk · $3,640/yr
Compliance training tracking in spreadsheet
FixUse Airtable with Zapier to auto-track training completions, send reminders for expiring certifications, and generate reports.
2 hrs/wk · $3,640/yr
Patient satisfaction surveys never sent
FixTrigger a post-visit satisfaction survey via Zapier 24 hours after each appointment with results logged to a dashboard.
1 hrs/wk · $1,820/yr
/ Total estimated waste
41 hrs/wk · $74,620/yr
3 quick wins
Build these first.
23 hrs/week recovered
across the set.
10 hrs/wk
Patient Intake Automation
Digital intake form auto-populate EHR and send welcome email.
Ask us to build this →7 hrs/wk
Appointment Reminder System
Automated SMS/email 48hrs + 2hrs before, reduces no-shows 40%.
Ask us to build this →6 hrs/wk
Insurance Verification Workflow
Auto-verify eligibility on appointment booking.
Ask us to build this →Keep exploring
/ Recommended services for healthcare
/ Other industry checklists
Where we go from here
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