Samson Ushie
Workspace Architect| Automation| CRM| Monday| Zapier|ClickUp
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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.
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Built a complete end-to-end patient management system for Clinic. The project included designing a multi-section patient intake form on Typeform that collected personal details, appointment preferences, and medical information. Form responses were then automated via Zapier to create contacts in HubSpot and send real-time Slack notifications to the clinic team. A GoHighLevel calendar was also set up to manage and track appointments by week. The system successfully received and processed real patient responses seamlessly."
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Designed and built a multi-section patient intake and appointment booking form for MedConnect Clinic Group using Typeform. The form captures personal information, appointment details, medical and insurance data, and referral/communication preferences, insurance, Emergency contact, Appointment Date. It includes conditional fields, date pickers, multiple choice questions, and phone number inputs, all styled with a clean, professional medical theme
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Built a multi-step Zapier automation for MedConnect Clinic Group to streamline appointment management. The workflow automatically sends confirmation emails via Gmail upon new appointments, then routes notifications to dedicated Slack channels based on appointment type, Emergency or General/Regular. This eliminated manual follow-ups and ensured the clinic team receives real-time alerts based on appointment urgency."
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Designed and structured a comprehensive staff record database for a Witty Groups of Consult using Airtable. The base included staff records with fields for personal details, department, role, monthly and annual salary, tax calculations, net salary, skills, ratings, seniority, and bonus eligibility. Data was organized for easy filtering, grouping, and sorting to support HR and administrative decision-making.
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