How to Automate Healthie

Healthie runs a practice that never had a waiting room

Healthie is a HIPAA-compliant EHR and practice management platform used by private practices, group practices and digital health companies, and a great deal of the care it holds happens over video. Registered dietitians, health coaches, behavioural health clinicians and chronic care programmes run whole practices inside it.

That changes the shape of the business. There is no waiting room, no front desk and often no administrator at all: the clinician is also the scheduler, the biller and the person who is meant to remember that a client's labs were due. The relationship is long and low-frequency, an hour a month for a year rather than three visits in a fortnight, and the outcome depends far more on what the client does between appointments than on what happens during them.

Insurance is a part-time complication rather than the whole business. Some clients are billed through a plan that covers a set number of visits, some pay cash and want a superbill they can submit themselves, and the clinician is the one who has to know which is which.

The work happens between the sessions, not in them

Sitting down with a client you last saw a month ago, the first question is always the same one. What happened since.

The answer is scattered. Weight is in one app, food and symptom logs in another, a glucose monitor or a wearable in a third. Lab work was done at a physician's office and the results sit in that practice's portal, not this one. A referring doctor sent a note that has been waiting in a fax inbox. The client's plan covers a certain number of visits this year and nobody has counted how many are left.

So the practitioner spends the first ten minutes of a paid hour catching up, or spends unpaid time beforehand doing the same thing. Multiply that by a caseload and it is most of a day a week gone to assembling context that already exists, in a form nobody can search.

Healthie

Context ready before the call What changed since the last session collected overnight, so the paid hour starts on the work rather than the recap.

Covered visits counted Remaining sessions checked on the payer's own site, so a client is told before the coverage runs out, not after.

Referrals that do not stall New referrals read from the referring practice's system and turned into a list of people to contact this week.

Healthie automates the booking and the follow-up it can see

Healthie is better at this than most of its category, and the automation is genuinely broad.

Workflow Automations fire off a booking: intake documents go out, confirmations and reminders send themselves, portal invitations follow, and follow-up messages queue behind the appointment. Tasks can be created with a priority and a due date and assigned to a team member. Smart fields carry information from an intake form straight into the chart and onto billing documents, so nobody retypes an address to raise a claim. AI Scribe drafts the note. Care Plans, Programs, Journaling and Messaging keep the client engaged between sessions. The Insurance Eligibility Tracker sits against the calendar counting visits used and visits remaining, CMS-1500 claims and superbills are generated from the client's own profile, and the Healthie Harbor connects a long list of third-party tools.

Every one of those runs on something already inside Healthie, or arriving through a channel Healthie built.

The physician's portal holding the lab result is not such a channel. Neither is the payer's own site, the wearable dashboard, or the platform a referring hospital uses.

A client picture assembled before the call connects

The picture a clinician builds in the first minutes of a call already exists. It is just scattered across a lab portal, a payer's site and the client's own tracking app.

Lab results collected from the ordering practice's portal and put with the right chart, so a renal panel is read before the appointment rather than requested during it. Weight and glucose trends pulled from whichever app the client really uses and set next to the food log, so a pattern is visible instead of described from memory. Covered visits verified on the payer's own site rather than against a tracker that only knows about appointments booked here.

A one-page brief per client waiting each morning: what changed, what they logged, what they stopped logging, and which of them has two visits left and has not been told. Referrals read from the system the referring practice uses, so a new client is contacted the same week rather than the following month.

None of this crosses the line. Reading, comparing and summarising can happen unattended. Anything that writes to a chart, submits a claim or reaches a client is drafted and left for a qualified person to check and send. The clinical judgement is not the part being handed over.

Nobody should spend the first ten minutes catching up

That brief has to be assembled by somebody, and in a practice of one or two people that somebody is the clinician.

WebRun is an AI agent working a real Chrome browser, signed in exactly as you are. It opens the lab portal, the payer site or the tracking app, reads what is there, and leaves a summary where you will see it before the session starts.

It runs on your schedule in your own private environment, sessions are not shared between tools, and a workflow can be limited to a named list of sites. You can watch a run and stop it whenever you want.

The workflows underneath name what they open and what lands in front of you.