The clinic had patient data scattered across three systems: the EHR (Unite), spreadsheets, and disconnected tools. Every cross-system report meant manual export-import cycles. Analytics were always out of date. Compliance auditing was a nightmare — no single view of which patients needed follow-ups, screening alerts, or outreach. And the worst part: staff couldn't answer a simple question like "who of our diabetic patients haven't been seen in 6 months?" without hours of manual work.
They needed a unified data platform — something that could unify 15+ data sources, maintain bidirectional sync with the EHR, enable real-time analytics, and power the 45+ automation workflows that drive patient engagement.
We built Airtable as the central data hub — the single source of truth for all patient, appointment, lab, and campaign data. 15+ linked tables orchestrate relationships between patients, appointments, labs, diagnoses, screenings, campaigns, and more.
An 88-module Make.com scenario keeps everything in real-time bidirectional sync with Unite EHR. Updates in the EHR instantly propagate to Airtable. Corrections in Airtable sync back to the EHR. This architecture enables: predictive campaign targeting, instant compliance auditing, single-patient 360° views, and a data foundation for advanced analytics.
01 — Core Patient Data Unification
One patient, one record, everywhere.
Master patient table with demographics, insurance, allergies, contact details, and clinical flags. Every record is unique, every field syncs from the EHR in real time. No duplicates, no stale data.
Patient Master
Name, DOB, insurance, contact, status
Linked Records
Links to appointments, labs, diagnoses, campaigns
EHR Sync
Real-time update on every EHR patient change
De-duplication
Automated match logic prevents duplicate records
02 — Appointment & Scheduling Hub
Every visit tracked, linked, forecasted.
Appointments table with provider, specialty, date, status, no-show flags, and linked patient/clinical notes. Airtable automations create follow-up reminders and trigger campaign lookups. Provides the data layer for all scheduling workflows.
Appointment Master
Date, provider, specialty, status, linked patient
No-Show Tracking
Flag logic, recovery workflow trigger
Reminder Automations
Airtable triggers escalate to Make for WhatsApp/Email
EHR Sync Back
Appointment status & notes update Unite in real time
03 — Lab Orders & Results Management
From order to patient notification, tracked end-to-end.
Lab orders table linked to patients, orders table with status, results table with values and interpretations. Rollup fields calculate abnormal result counts per patient. Triggers automatic patient notification workflows when results arrive.
Lab Orders
Order type, date ordered, status linked to patient
Results Capture
Values, reference ranges, abnormal flags
Notification Trigger
On result arrival, escalate to Make for patient alert
Audit Trail
Created date, synced date, user logged for compliance
04 — Diagnosis & Clinical History
Every diagnosis, instantly queryable for screening & targeting.
Diagnoses table linked to patients with ICD codes, onset date, status (active/resolved). Enables filtering like "all active diabetes patients age 45-65" for preventive campaigns. Powers predictive targeting for screening workflows.
Diagnosis Master
ICD code, name, onset date, status, provider
Patient Linkage
Linked records enable patient-to-condition queries
Screening Eligibility
Formulas determine which screening campaigns apply
Clinical Alerts
Comorbidity flags & risk factors trigger care notes
05 — Preventive Screening Campaigns
Organize campaigns, track eligibility, measure response.
Screening campaigns table (diabetes, hypertension, cancer screening, etc.) linked to eligible patients. Tracks who was targeted, who responded, who needs follow-up. Provides the decision tree for automated outreach campaigns.
Campaign Master
Type, guidelines, age ranges, risk factors
Participant Tracking
Linked patients, sent date, response status
Eligibility Engine
Filters determine who qualifies for each campaign
Engagement Metrics
Open rate, booking rate, completion rate calculated
06 — Engagement & Outreach Log
Every message, every response, tracked in one place.
Outreach table logs every WhatsApp, email, and SMS sent to patients — linked to campaigns, appointments, and lab results. Captures opens, clicks, responses. Enables engagement analytics and prevents duplicate outreach.
Message Log
Channel, sent date, recipient, message type
Response Tracking
Opens, clicks, replies captured in Airtable
Deduplication Logic
Prevents sending duplicate messages same day
Patient Preference
Opt-in/opt-out flags respect patient choice