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Automated Alphabetical Patient Routing - monday.com & Make.com
This scenario implements a real-time, condition-driven patient routing system that automatically distributes clinical case records across dedicated team workspaces based on the patient's last name initial, eliminating manual case assignment and ensuring workload is evenly distributed across operational teams.
Trigger & Initiation:
The scenario fires instantly via a monday.com webhook, triggered when a status column reaches a specific value on a patient record. This status flag is set upstream by a separate data ingestion scenario, creating a controlled pipeline where routing only begins once a patient record has been fully processed and confirmed. This deliberate sequencing prevents race conditions between the upload and routing stages.
Record Retrieval:
On trigger, the full patient item is fetched from the source board via the monday.com API, retrieving all relevant column data needed for routing decisions and downstream record creation.
Last Name Initial Extraction:
A dedicated string functions module parses the patient name, stored in Last, First format, extracting the first character of the last name and converting it to uppercase. This normalisation step ensures consistent routing regardless of how names were entered, handling edge cases such as lowercase input or leading whitespace.
Alphabetical Router:
The extracted initial is passed into a three-path router that segments patients into alphabetical bands:
Path A - Initials A through H: Patient records falling in this range are routed to the first operational team's dedicated board section
Path B - Initials I through O: Records in this range are routed to the second team's workspace
Path C - Initials P through Z: Records in this range, including any non-letter fallback cases, are routed to the third team's workspace
Item Creation and Bi-Directional Linking:
On each path, the scenario creates a new linked item on the target board in the correct alphabetical group. Two separate column value updates then establish a bi-directional board-relation connection, one update on the source board item pointing to the newly created target item, and one on the target item pointing back to the source. This two-way link ensures that mirror columns on the target board auto-populate with live data from the source record without any additional data mapping required.
Controlled Handoff:
A sleep delay is applied on each path before a final status column update marks the routing as complete on the source record. This deliberate pause prevents downstream automation conflicts in environments where multiple scenarios are watching the same status columns simultaneously.
End Result:
Each time a patient record is confirmed as processed, this scenario automatically determines the correct team assignment based on last name initial, creates a linked working record in the right team's board section, establishes the full data connection, and signals completion, all within seconds and with no human intervention required.
Skills demonstrated:
Make.com multi-path router architecture, monday.com GraphQL API item creation and column value updates, bi-directional board-relation linking, string parsing and normalisation using Make functions, status-driven pipeline chaining between scenarios, sleep-based conflict prevention, webhook trigger configuration, and alphabetical segmentation logic.
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