End-to-End Clinic Automation with Typeform, Zapier & AirtableEnd-to-End Clinic Automation with Typeform, Zapier & Airtable
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Samson Ushie
• 4h
Clinic Management & Patient Automation System (Typeform + Zapier + Airtable + HubSpot) I designed and built a complete end-to-end clinic automation system for a multi-service healthcare practice, eliminating manual data entry, missed follow-ups and disorganised patient records.
THE PROBLEM The clinic's intake process was entirely manual. Staff copied patient details by hand, doctors had no visibility into upcoming appointments, and returning patients were treated as new every visit.
THE SOLUTION I built a connected system across 6 tools that runs the entire patient journey automatically:
→ A 19-field patient intake form (Typeform) covering personal details, appointment preferences, insurance information and emergency contacts
→ Automatic new vs returning patient detection: the system checks Airtable on every submission and routes the patient down the correct path
→ Round robin doctor assignment so appointments are distributed fairly without manual scheduling
→ Emergency case detection that triggers a separate urgent alert path for time-sensitive cases
→ A 5-table relational database in Airtable (Patient Records, Appointments, Doctors, Treatment Records, Payments) with linked records across all tables
→ 4 native Airtable automations: auto-generated invoice numbers, daily overdue payment detection, 24-hour follow-up reminders, and a daily morning appointment briefing sent to the team
→ Fully automated email communication: welcome emails for new patients, personalised welcome-back emails for returning patients, and payment reminders
→ An annual birthday recognition system that emails patients automatically every year
TOOLS USED Typeform · Zapier · HubSpot · Airtable · Gmail · Slack
THE RESULT A clinic operation that runs with zero manual data entry, zero missed leads, and a team that can focus entirely on patient care instead of admin work.
I specialise in building systems exactly like this, CRM automation, no-code workflow design, and operational infrastructure for healthcare, education, F&B, and service-based businesses.
If your business is still running on manual processes, let's talk about what's possible.
Email AutomationAI AutomationProject ManagementAirtableHubSpotZapier
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