Use this guide while building a Flow or reviewing a run that did not finish as expected.
In this guide, we'll cover:
Triggers, conditions, and actions
Run results
Steps for fixing a run
Choosing a trigger
Under When, choose the event that starts the Flow.
Triggers are available for:
Patient status changes
Appointments
Forms and assessments
Documentation
Billing and claims
Scheduled and waitlist events
The builder shows the options available for your practice.
Adding conditions
Under Only if, add conditions that decide whether an automatic Flow continues.
Conditions can use:
Payer or payment method
Patient tags, groups, or care status
Clinician, diagnosis, or medication details
Appointment details, session type, or upcoming appointments
Note or billing status
Form or assessment results
Note: If a condition is not met, the automatic run stops. A manual run skips When and every condition under Only if.
Adding actions
Under Then, add one or more actions in the order they should run.
A Flow can:
Send a form, assessment, or email
Email the assigned team or care team
Create a draft note or unbilled service
Add or remove patient tags
Add a patient to a group
Wait before starting the next action
Note: Messages require valid contact details or team membership. Allia also follows the applicable communication preferences.
A wait can last up to 365 days.
Understanding run results
Success: Every action finished.
Partial: At least one action failed, but later actions continued and some finished.
Failed: The run could not finish successfully.
Waiting: The Flow is paused at a wait action.
Skipped: The run or action did not happen. For example, an automatic condition was not met.
Troubleshooting a run
Open Flows.
Open Recent Activity.
Select the run.
Find the first action that did not succeed.
Confirm that the patient is active and you can access their record.
Check the information needed by the action.
Correct any missing or incorrect information.
Start another run if needed.
Check contact details, team assignments, forms, assessments, service information, tags, groups, and communication preferences.
Note: Each action records its own result. Later actions may still run after one fails, so the overall result can be Partial.