1.Catches incoming document hook
Integrate Webhooks by Zapier to capture the document payload and map the file URL to kick off the workflow.
Send patient PDF and file to patient folder
Automatically catch incoming medical document payloads across Webhooks by Zapier, pdfFiller, Airtable, Google Drive, and Gmail. Create and update patient folders, download matching PDFs, and send signature request emails when document payloads arrive, file URLs are received, or document names match patient referencesβso you can avoid manual filing and follow-up.
How this automation sends signature-ready files to patient folders
When incoming documents arrive without a reliable routing path, paperwork piles up. This automation downloads PDFs, matches patient records, uploads to patient folders, and emails signature requestsβso you can file documents faster.
Webhooks by Zapieror swap with your favorite app
2.Downloads the incoming document
Integrate pdfFiller and file handling tools to download the PDF from the incoming file URL to prepare it for delivery.
pdfFilleror swap with your favorite app
3.Finds the matching patient record
Integrate Airtable and data lookup tools to find the patient record and pull the patient email and display name.
Airtableor swap with your favorite app
4.Uploads to the patient folder
Integrate Google Drive and folder management tools to create the patient folder if missing and upload the downloaded PDF.
Google Driveor swap with your favorite app
5.Emails the file for signature
Integrate Gmail and email sending tools to email the uploaded PDF to the patient and request signature or filing.
Gmailor swap with your favorite app
Automate your work, your way
Build custom automations across your tools in minutes. Describe what you need, connect your apps, and create workflows without the manual effort.
Trusted by 3.4 million companies
Related automations
- Apps: Webhooks by Zapier, Formatter by Zapier, Google SheetsSwap with your favorite apps.
Add dental intake rows to central patient worksheet
Your dental assessment submissions lack structured patient records, causing intake gaps and slow follow-up. Capture submissions to one worksheet so staff can prepare cases same day.
- Apps: Dropbox, Filter by Zapier, Google DriveSwap with your favorite apps.
Add medication authorization forms to centralized program drive
Your medication authorization forms sit unfiled in staff cloud folders, delaying compliance checks. Files are placed into the central program drive so coordinators can prepare ahead of audits.
- Apps: Gravity Forms, Code by Zapier, ActiveCampaign, Agents, Zapier TablesSwap with your favorite apps.
Add patient intake entries to contact and records
Your patient intake forms arrive unprocessed, leaving clinicians without consent or contact context. They are recorded in your contact platform and intake table for triage and same-day billing.
- Apps: Cognito Forms, Google Drive, Streak, MailchimpSwap with your favorite apps.
Add patient intake to contact list and records
New patient intake forms often land unprocessed, delaying scheduling and case setup. It captures the PDF, links it to the patient record and adds the contact to your outreach list same day.
- Apps: SignNow, Filter by Zapier, AirtableSwap with your favorite apps.
Attach completed consent PDFs and update patient records
Your completed consent PDFs sit in the signer portal instead of patient records, delaying eligibility checks. Link PDFs and set consent so staff confirm readiness before appointments.
- Apps: Docusign, Formatter by Zapier, vcita, Google Sheets, Google DriveSwap with your favorite apps.
Attach completed consent PDFs to patient records and pipeline
Signed envelopes sit in your e-signature tool and aren't linked to intake, causing delays. It saves the signed PDF to shared drive and updates the patient pipeline for same-day billing.
- Apps: PandaDoc, HubSpotSwap with your favorite apps.
Attach completed screening links to patient contact records
Your completed mental health screening PDFs often sit unlinked to patient contacts, delaying intake and clinician prep. Links are added to contacts and patients enrolled in follow-up workflows same day.
- Apps: Docparser, Zoho CRM, Zapier Tables, Zoho WorkDriveSwap with your favorite apps.
Attach parsed lab reports to patient result records
Your parsed lab PDFs arrive unlinked to CRM, leaving result records incomplete and delaying billing. Reports appear in patient folders and on CRM result records for same-day access.
- Apps: Webhooks by Zapier, Formatter by Zapier, Amazon S3, SalesforceSwap with your favorite apps.
Attach post-op photos to case and update status
Your post-op photos arrive untracked, delaying touch-up triage and manual downloads. They attach to the correct case and update metadata so coordinators have files ready for triage same day.
- Apps: Dropbox, Formatter by Zapier, Google DriveSwap with your favorite apps.
Copy new child health files to central program drive
Your program health and immunization PDFs land in personal Dropbox folders and go unfiled, slowing registration and compliance. Files are moved to the central program drive same day.
- Apps: Dropbox, Google Drive, GmailSwap with your favorite apps.
Copy new intake documents to shared team drive
Your intake and immunization PDFs in the incoming folder sit unfiled, delaying registration and eligibility checks. Files are copied into the shared team drive so coordinators can complete onboarding same day.
- Apps: Dropbox, Google DriveSwap with your favorite apps.
Copy new intake files to shared drive for staff
Your intake and allergy PDFs sit in a private folder, delaying coordinators from confirming medical info. Centralized converted copies land in the shared drive same day for registration staff.
- View all
Explore all healthcare document processing automations
Accelerate document workflows with automated form capture, data extraction, and record routing
Set up in minutes
Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.
Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
See how teams are automating with Zapier (and loving it!)
Without Zapier, we would have needed well over 100 employees today just to do what we're doing. We would have been out of business by now.
David Laderberg, VP of Sales
Without having automation, we would have to at least be double our size. Doubling is a bit of a euphemism β I think we would have died or fallen back into oblivion.
Marcelo Lebre, Co-Founder
Zapier helps us close far above 50% more deals than we would without it. It is a key element of our overall strategy and, therefore, of our sales pitch.
Raphael Bochner, Founder and CIO
Zapier gives us unlimited flexibility and creativity. With Zapier, you're like an artist with a blank canvas. I don't know what we'd do without it.
Rishi Shah, CEO and Co-Founder
We don't just want to patch holes; we want to build scalable, future-proof systems. Zapier is helping us do that.
Allen Lai, Head of Customer Experience
We've been able to scale our operations while staying lean. Zapier lets us do more without needing more people.
Jacob Sirrs, Marketing Operations Specialist
Ready to automate your workflow securely?
Streamline processes, uncover new opportunities, and respond faster to change. Empower your team to get more done, without the manual work.