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Custom workflows released

You can now define exactly how referrals, clinical documents, and incoming documents move through your practice — replacing the fixed processing pipeline with workflows you control.

What's changing:

Today, every referral follows the same path: received, triaged, appointment booked. The new workflow engine lets you design your own steps, add or remove stages, and attach automated actions at each point — all without touching any code.

How it works:

  • Design your own pipeline — Define the steps a referral or document passes through (e.g. Received → Awaiting Patient Form → Pending Triage → Triaged → Booked). Add as many or as few steps as your practice needs.
  • Automate actions at each step — When an item enters or leaves a step, trigger actions automatically: send the patient an SMS, email the referrer, notify a staff member, create an appointment request, or any combination.
  • Workflow board — A Kanban-style view shows all active items grouped by their current step, so your team can see at a glance what's waiting where and take action directly from the board.
  • Timeline tracking — Each referral and document shows a full history of when it moved between steps, who moved it, and whether any automated actions ran (or failed).
  • Conditional transitions — Control when items can move between steps. For example, require a form to be completed before triage, or automatically advance when an appointment is booked.
  • Error handling built in — If an automated action fails (e.g. an SMS doesn't send), the item is flagged on the board with a clear error indicator and a retry button. Nothing gets silently lost.

You're in control:

Workflows are configured in Settings > Workflows. You choose which workflow applies to which document type, and you can activate them one at a time. Until you activate a workflow, your current processing behaviour continues unchanged — there's no disruption.

Starter workflows for common scenarios (standard referral with triage, simple referral without triage, clinical document filing) are included out of the box and ready to customise.