Triggers define when an automation starts.
Each automation begins with a specific event — like an appointment being created, a referral being updated, or a new document arriving.
You can only choose one trigger per automation. Once selected, Filters and Actions refine what happens next.
Appointment-Based
Fires when an appointment event occurs in your EMR. This is the most common trigger type, used for confirmations, reminders, and follow-ups.
Reminder Type Options
Appointment Create
Fires when a new appointment is created in the EMR.
Use this for sending booking confirmations, intake forms, or “thank you for booking” messages.
Appointment Update
Fires when an existing appointment changes — such as a new time, provider, or visit type.
Use this to notify patients of schedule changes or rebook confirmations.
Pre-Appointment Reminder
Sends messages before the appointment’s scheduled time.
Example: “Send 24 hours before the visit.”
Often used for visit reminders or preparation instructions.
Post-Appointment Reminder
Sends messages after the scheduled appointment time.
Use this for surveys, follow-ups, or report delivery.
Add a Time Delay
You can set a time delay before the message goes out.
For example:
“Send 24 hours before the appointment.”
“Send 2 hours after the appointment.”
Messages respect your Messaging Hours — anything created outside that window waits in queue until sending is allowed.
Timing Logic for Post-Appointment Reminders
Reminders are sent based on the appointment time, not on when the status changes.
They only trigger if the appointment’s status matches one of your configured Valid Status Codes during that period.
Example:
If a reminder is set to go out 24 hours after the appointment, and the valid status is B (for Billed), the automation sends only if the appointment was marked as B at any time within those 24 hours.
If it never matches, the message won’t send.
Referral-Based
Triggers when a new referral is created or updated in your EMR.
Use this to automate intake workflows, send confirmation messages to referring physicians, or request missing details.
Example use cases:
Send a message to patients when a referral is received.
Notify internal staff when a referral update occurs.
Request additional documentation or triage information.
Referral Notification-Based
Triggers when the status of a referral changes — for example, from “Pending Review” to “Accepted.”
Example use cases:
“Your referral has been accepted.”
“We need additional information for your referral.”
“Your appointment for the referral has been scheduled.”
Task-Based
Triggers when a new task is created or updated inside Phelix (for example, from an inbound document or workflow rule).
Example use cases:
Remind staff to follow up on incomplete intake forms.
Notify the front desk when a patient’s insurance task is pending.
Send internal reminders for prior authorization workflows.
Document-Based
Triggers when a new document or fax is received and processed in the EMR.
Example use cases:
Send a message to patients when new results or consult notes arrive.
Notify staff when a document of a certain type (e.g., Referral, Lab) is received.
Create a task to review incoming paperwork.
Summary
| Trigger Type | Description | Common Use |
|---|---|---|
| Appointment-Based | Runs when an appointment is created, updated, or reaches its pre/post timing window | Confirmations, reminders, follow-ups |
| Referral-Based | Runs when a new referral is created or modified | Referral intake or missing info requests |
| Referral Notification-Based | Runs when referral status updates | Status change alerts or triage notifications |
| Task-Based | Runs when a task is created or updated | Internal reminders, insurance follow-ups |
| Document-Based | Runs when a new document or fax is received | Lab notifications, report delivery, admin tasks |
Next Step:
Once you’ve set your Trigger, move on to Filters to narrow which patients or events the automation applies to.