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Automating the COVID-19 Self-Isolation Supplies Request Process

Industries
Medical Professionals, Hospital Marketing, Emergency Medical Services, Emergency Communications, Emergency Operations Centers (EOC)

Tools
Marketing Automation Software | Personalized, Automated Communication

3 min read

automated supplies request process

Someone has just been told to self-isolate for 14 days to make sure they’re protecting themselves and others against COVID-19.

They’ve arrived home, ready to begin their quarantine period when they realize they do not have near enough supplies to last for the entire 14 days of isolation.

What do they do?

They try calling family, friends, and neighbors to see if they will pick up some things for them but they are all either unavailable or in self-isolation themselves.

Now what?

An important part of managing the COVID-19 crisis is ensuring that those who are in self-isolation are able to remain at home without having to worry about whether they will have access to the supplies they need for the entire duration of their isolation period.

Crisis managers need to provide a way to the general public to request supplies in the event they are unable to find anyone else to help them out. Typically, this could be achieved through a general phone line or a website they can access and fill out a form, however what if this process could be automated from the get go, as soon as a patient in a household indicates they are required to self-isolate at home?

With SimplyCast’s COVID-19 Emergency Communication and Management Solution, crisis managers are able to do just that.

Upon confirmation of either a positive or presumptive positive case of COVID-19, the patient’s case record will be updated using a SimplyCast form. This form will contain a field asking whether the patient will be self-isolating at their residence or whether they need to be cared for at a medical facility.

If self-isolation has been indicated upon the submission of the form, SimplyCast will initiate the patient into an automated smart flow that will send them regular supplies request surveys for the duration of their self-isolation period.

How does it work?

This smart flow is made up of several different elements. The starting point of the flow is, of course, the form that is submitted when the patient is determined to be an active case. Once the form is submitted the patient is moved to a Decision element.

The Decision element will look at the new form submission and ask whether the patient is self-isolating or not. If the patient meets the required criteria, they will be pushed to the next element in the smart flow.

Using the contact information provided through the submitted form, the system will send the patient an email containing a link to the Supplies Request survey. The patient can choose whether or not they wish to fill out the survey.

If the patient does fill out the Supplies Request survey, the submission will be automatically sent to the person or persons responsible for managing those in self-isolation who will then be able to take the request and ensure that someone is assigned to fulfill it.

After the email containing the survey is sent to the patient, the SimplyCast system will move them into a delay for a set amount of time. Depending how often crisis managers wish to re-send the Supplies Request survey, this delay could be as short as a couple days or as long as a week.

Following the delay, the patient will be moved to a second Decision element to determine if they still meet the requirements for receiving the survey or whether their file has since been updated to reflect a new status or location. If the patient is still an active case and continues to self-isolate at their residence, they will continue on in the smart flow and receive another email containing the link to the Supplies Request survey.

This process will continue for the duration of the patient’s time in self-isolation or until their status and location otherwise change.

Automating the Supplies Request process allows the crisis management team to save both time and resources that would normally be used answering phone calls and manually sending out surveys to patients on a daily basis. Using SimplyCast’s COVIS-19 Emergency Communication and Management Solution will help prevent phone lines from being tied up at critical times and can help divert resources away from the phones and back to providing front-line support where it is needed the most.

Want to learn more?

Check out this one-pager for an in-depth look at this use case. Also, click the button below to book a free demo with a member of the SimplyCast Team who will be able to show you all of the aforementioned capabilities of the system and so many more.

Keywords:

automation

supplies request

smart flow

crisis management

covid-19

request process

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