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Free healthcare automation templates
Ready-made automations you can download and run in your clinic.
These are working files, not a PDF telling you what automation could do. Download one, load it in, look at how it works, and change anything you do not like. No email needed, no sign-up, no follow-up emails afterwards. If one of them saves you a week, that was the whole idea.
Please read this first
- These are starting points, not finished, compliant systems. Where patient data goes once you set it up is on you.
- Every company involved that touches patient data needs a signed agreement with you. That means whoever hosts it, your texting provider, and your AI provider.
- Nothing here diagnoses anyone or gives medical advice, and anything clinical goes to a person. Keep it that way when you change them.
- Test with made-up patients first. Run the readiness check before you point any of these at a real patient.
Automations you can run
These run in a free tool called n8n. Download the file, then in n8n click Workflows, then Import from File. Each one lists the logins and settings it needs. Try it on test data before you switch it on.
Appointment reminders people can reply to
Reminders at three points before the visit. Patients can reply to confirm, cancel or move it. If they cancel, the slot goes to your waitlist straight away.
- Every morning it looks at the next 8 days and texts people 7 days, 2 days and 3 hours before their visit
- They reply C to confirm, X to cancel or R to move it. No app, no password, no portal
- A cancellation frees the slot and offers it to your waitlist in the same breath
- Anything it cannot work out goes to a person instead of being guessed at
Why it matters: Filling the freed slot is where the money is. Reminders on their own drop no-shows by 2 or 3 points. Reminders plus instantly refilling the gap does three to four times better.
You will need: n8n, a texting provider (set up for Twilio), and a way to read appointments out of your booking system.
Download workflow (.json)Text back the calls you miss
Texts back anyone whose call you missed, within 30 seconds, with a short menu they can reply to.
- Triggers when your phone system records a missed call or a voicemail
- Weeds out bad numbers and calls that were actually answered, using plain rules you can read
- Sends a short menu, and tells them what to do if it is an emergency
- Writes down every missed call, then tells the front desk if there is no reply after 15 minutes
Why it matters: A busy clinic misses 20 to 35 out of every 100 calls at the busiest times. Most of those people never ring back. They ring the next clinic on the list.
You will need: n8n, a phone system that can tell another app about missed calls, and a number you can text from.
Download workflow (.json)Sort denied claims and draft the appeal
Sorts every denied claim by reason, works out which ones are worth chasing, and writes the appeal letter for your biller to check.
- Picks up new denials every weekday morning from your billing feed
- Groups them by cause: wrong cover, wrong details, missing approval, coding, bundling, or not seen as necessary. Rules your biller can check
- Skips the ones rarely worth fighting and anything too small, so staff spend time where it pays
- Writes the appeal letter, marks anything it does not know as [MISSING], and emails it to a person. Nothing gets sent off on its own.
Why it matters: Redoing one claim costs about $57 in staff time. Better still, the log it builds shows you which five insurer rules cause most of your denials. That is where the real fix is.
You will need: n8n, an Anthropic (Claude) key, your denials feed, and Gmail or any email setup.
Download workflow (.json)Check on patients after they go home
Messages patients two days after they leave, spots people getting worse or struggling to get their medicines, and pushes anything serious to a person.
- Waits two days after discharge, then sends a short message the patient can answer in their own words
- Checks replies against a fixed warning list: chest pain, stroke signs, talk of suicide, heavy bleeding, signs of infection
- For emergencies it tells the patient to call 911 and pages the on-call doctor. Both, always. Never just one.
- Trouble getting medicines, or someone saying they feel worse, goes to a nurse the same day. Everything is written down
Why it matters: Two days is the window where most avoidable readmissions can still be stopped. It is also when most patients find out they cannot afford or collect their medicine.
You will need: n8n, a text or WhatsApp number, and a way for your records system to say when someone is discharged.
Download workflow (.json)AI helpers for Claude
Each file teaches Claude how to do one job properly. Save it as ~/.claude/skills/<skill-name>/SKILL.md, for example ~/.claude/skills/soap-note-writer/SKILL.md. Claude will then use it whenever the job comes up. If you are not using Claude Code, you can paste the text straight into your instructions instead.
Note writer
Turns dictation or rough scribbles into a proper structured note, and refuses to make anything up.
- Lists each problem, with a plan numbered to match
- Writes [NOT DOCUMENTED] instead of filling a gap with something that merely sounds right
- Flags anything contradictory as [CONFLICT] rather than quietly choosing one version
- Ends every note with a sign-off line, because a draft is not a medical record
Why it matters: Doctors spend one and a half to two hours writing up every hour they spend with patients. This is the cheapest way to find out if you can win some of that back.
You will need: Claude. The desktop app, Claude Code, or the API all work.
Download skill (.md)Coding helper
Reads a note and tells you the likely codes, what the note actually backs up, and exactly what is missing.
- Spots vague codes, and missing details like left or right, new or ongoing, and why it was needed
- Writes the question to ask the doctor, worded neutrally, never nudging toward the code that pays more
- Says how sure it is about each one, and how likely it is to be denied
- Says plainly when the note does not support a code, instead of picking the nearest one
Why it matters: The win is not the code. It is catching what the note is missing while it is still open, instead of paying $57 to redo the claim later.
You will need: Claude, and your current code book to check against.
Download skill (.md)Appeal letter writer
Writes an appeal that answers the actual reason given, and never makes up a rule or reference.
- Tells paperwork problems apart from clinical ones and writes each one very differently
- Marks anything it was not told as [MISSING], and anything needing a source as [CITATION NEEDED]
- Goes through the insurer’s own rules point by point against what the notes say
- Ends by asking for something specific: reprocess and pay claim X, for Y, by Z
Why it matters: Turns a 45-minute job into a 5-minute read. That is usually the difference between appealing and writing it off.
You will need: Claude, the denial details, and the notes that back you up.
Download skill (.md)Plain-English rewriter for patients
Rewrites discharge notes and results so a patient can actually follow them, in their own language, without softening a single warning.
- Turns clinical shorthand into clear instructions. No “as needed”, no abbreviations
- Keeps every dose, every timing and every length of course exactly as written
- Makes “ring us if” and “go to hospital if” specific and impossible to miss
- Translates the simple version, not the clinical one, so it stays easy to read in any language
Why it matters: Patients rarely ignore instructions on purpose. They just cannot follow something written for a medical record instead of for a tired person at home.
You will need: Claude.
Download skill (.md)Stuck getting one working?
These files handle the thinking. What actually takes time is hooking them up to your booking or records system, getting the paperwork signed, and deciding what has to reach a person. That part is my job. Tell me which one you are trying to set up and I will tell you what it really takes, whether or not you end up hiring me.