Case Study · GoHighLevel Automation · In Progress
Active Build
Patient Journey Automation System
Client: BenefitsButler — US-based healthcare benefits company
Built a fully automated, end-to-end patient intake and appointment management system using GoHighLevel. The system handles every stage of the patient journey — from intake form submission to appointment completion — with zero manual intervention across most stages.
// Pipeline Flow
Coverage Review Needed
Clinic Matching
Appointment Pending
Appointment Confirmed
Appointment Completed
// What Was Built
- Benefits intake form automation with contact upsert, tagging, and opportunity creation
- Immediate SMS confirmation with 3-branch pipeline opportunity logic
- Staff-triggered clinic assignment automation that auto-populates patient clinic fields
- SMS-based appointment offer system with YES/NO response handling
- Full attendance confirmation sequence with backup clinic verification via webhook
- Webhook loop architecture bridging patient and clinic contacts across GHL
- Auto-invoice generation on appointment completion
- Late no-show invoice auto-void with business-day window validation
- SMS fail-safe system that re-routes patients by pipeline stage on delivery failure
- Missing-information flag system creating staff follow-up tasks automatically
// About This Project
This is an ongoing independent contractor engagement. The core patient journey is live and operational; additional modules including auto-invoicing continue to be developed and refined. Every workflow is designed with scalability and maintainability in mind — structured so that non-technical staff can manage the system through the GHL interface, while the underlying automation handles the complexity.
