First patient workflow walkthrough

Walk through a complete Welkin patient workflow, from record creation and program enrollment to assessments, encounters, communications, and timeline review.

This walkthrough takes you through the complete lifecycle of a patient in Welkin – from creating the record to completing a care interaction. It is designed to orient new care team members and to validate that a new configuration is working end-to-end.

This guide assumes your organization's Welkin environment has already been configured with Programs, Assessments, and Roles. If not, see Setting Up Your Organization first.

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What you will do in this walkthrough

1. Create a patient record

2. Enroll the patient in a program

3. Assign a care team

4. Complete an assessment

5. Schedule an encounter

6. Send a message

7. Complete the encounter

8. Review the patient timeline

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Step 1: Create a patient record

1. From the Care Portal, click Patients in the left navigation

2. Click + New Patient

3. Fill in the required fields: First Name, Last Name, Date of Birth, and contact information

4. Fill in any additional fields required by your organization's configuration

5. Click Save

The patient record opens automatically with an empty timeline.

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Step 2: Enroll the patient in a program

1. In the patient record, navigate to the Programs tab

2. Click Enroll in Program

3. Select the relevant program and starting Phase

4. Set the Enrollment Date and click Enroll

If Automations are configured to trigger on enrollment (e.g., sending a welcome message), they will fire at this point.

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Step 3: Assign a care team

1. In the patient record, navigate to the Care Team tab

2. Click + Add Care Team Member

3. Search for and select a user

4. Select their Role on this patient's care team and click Add

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Step 4: Complete an assessment

1. In the patient record, navigate to the Assessments tab

2. Click + New Assessment

3. Select the relevant assessment from the list

4. Complete all fields and click Save or Submit

The completed assessment appears in the patient timeline with a timestamp and score (if applicable).

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Step 5: Schedule an encounter

1. In the patient record, click + New Encounter or go to the Calendar

2. Select the Encounter Type (Phone, In-Person, Telehealth)

3. Set the date, time, duration, and assigned care team member

4. Click Save

The encounter appears in the Calendar and on the patient's timeline with a "Scheduled" status.

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Step 6: Send a message

1. In the patient record, navigate to the Communications tab

2. Click + New Message

3. Select the channel (SMS or Secure Email)

4. Type your message or select a Message Template

5. Click Send

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Step 7: Update encounter status

After the encounter takes place:

1. Navigate to the Calendar and find the encounter

2. Update the Status to Completed, No Show, or Cancelled

3. Add encounter notes and click Save

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Step 8: Review the patient timeline

Navigate to the patient record's Timeline tab to see a complete, chronological view of all activity: program enrollments, assessments, encounters, messages, tasks, and automation events.

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What to do next

Now that you have completed a full patient workflow, explore the detailed feature guides in the Care Portal and Administration sections to go deeper on each area.