The Challenge
Why this matters
Healthcare organizations face real, measurable pain in team collaboration workflows. Here's what we see every day.
Referrals lost between departments
When referral routing depends on email chains and hallway conversations, patients fall through the cracks and revenue is lost.
Clinical and admin systems don't sync
Clinical tasks in the EHR and operational tasks in project management tools operate in separate worlds, creating blind spots.
Critical alerts missed
When a critical lab result or medication alert fires in the EHR, the care team may not see it for hours without automated notifications.
Onboarding delays hurt patient experience
New patient onboarding requires coordination across intake, insurance verification, and clinical teams. Manual handoffs cause delays.
The Reality
Patients Fall Through Cracks Between Departments, Not Within Them
Clinical teams are good at what they do. The problem is almost never inside a department — it’s between departments. A referral comes in by fax and sits in a pile. A critical lab result fires an alert in the EHR, but the care team doesn’t see it for hours because they’re in a different system. A new patient needs insurance verification, intake paperwork, and a clinical assessment, and the handoff between admin and clinical staff happens through a verbal mention or an email that gets buried.
Care coordination software tries to solve this by giving teams a shared platform — a project management tool adapted for healthcare, or a communication app with clinical features. But adding another platform creates another place to check. Your team already has the EHR, a messaging tool, email, and probably a task management system. The problem isn’t a lack of platforms. It’s that the platforms don’t talk to each other.
Care coordination automation connects your existing tools into automated workflows. When a referral arrives, it’s triaged, assigned, and tracked with an SLA — automatically. When a critical lab result fires in the EHR, the right team member gets a Slack message or SMS within seconds. When a new patient is onboarded, tasks are created in Asana or ClickUp for each team that needs to act. The coordination happens because the systems are connected, not because someone remembers to notify the right person.
Gistia builds care coordination automation by connecting your EHR, communication tools (Slack, Teams, Spruce), and task management platforms into unified workflows. We configure the routing rules, the notification triggers, the SLA tracking, and the escalation logic. Your team stays in the tools they already use — the coordination happens in the background.
Solutions
AI Workflows We Build
8 AI workflows we build and manage for team collaboration. Click any card to see how we deliver it.
Automated Referral Routing & Tracking
Extract key referral info and route to the right team member with full tracking.
Instant Lead Qualification & Routing
When a new lead is captured, automatically qualify and route to appropriate rep.
Critical Event Notifications
When a significant clinical event is recorded in the EHR, send urgent notifications to the care team.
New Patient Onboarding Triage
When a patient submits an intake form, automatically triage and route to the appropriate onboarding team.
Operational & Clinical Task Sync
Sync tasks between clinical EHR systems and operational project management tools.
360-Degree Patient View Sync
When a patient interaction is logged in one system, automatically update the central patient record.
Automated Document Handling & Archiving
When forms are submitted, automatically download, classify, and archive documents.
Provider Availability Sync
When a provider updates availability, sync across scheduling, EHR, and internal systems.
For Your Organization
How This Applies to You
Team Collaboration automation looks different depending on your organization type.
Our Approach
Why We Build Automations, Not Software
Care coordination software gives your team a shared workspace. Care coordination automation makes your existing workspaces work together. Here’s the difference in how your team actually operates.
| Care Coordination Software | Gistia Automation | |
|---|---|---|
| Referral Routing | Staff assigns referrals in the platform | Auto-triaged, assigned, and tracked with SLAs from intake |
| Critical Alerts | Notification within the coordination platform | Alert pushed to the right person via Slack, SMS, or pager within seconds |
| Task Management | Separate task system for coordination tasks | Tasks auto-created in your existing tool (Asana, ClickUp, Jira) from EHR events |
| Provider Availability | Manual schedule checking across systems | Real-time sync across EHR, scheduling tool, and internal calendar |
| Escalation | Manual follow-up on overdue items | Automated escalation when SLA thresholds are breached |
| Adoption | Team must learn and use new platform | Team stays in existing tools; coordination happens in the background |
Process
How It Works
Unlike self-serve platforms, we handle everything. Three steps to AI-powered team collaboration workflows.
1. Assess
We audit your current team collaboration workflows, identify bottlenecks, and map which automations deliver the highest ROI.
2. Build
We configure integrations, build automation pipelines, and test everything with your real data before going live.
3. Run
We monitor, maintain, and optimize your automations on an ongoing basis. You focus on patients, we handle the tech.
Results
What Our Clients Achieve
Real outcomes from healthcare organizations using Gistia automations.
Automated Referral Management
National pathology lab automated provider rule processing and contract workflows, reducing processing time by 75% and eliminating 100% of manual assignment errors.
Read the case study →Cross-Site Coordination
National pathology lab unified 8 locations into a single coordination platform, reducing monthly reporting from 40 hours to 4 hours and eliminating duplicate workflows.
Read the case study →Critical Event Notifications
Automated critical event routing ensures 100% of urgent lab results, medication alerts, and patient flags reach the responsible care team member within the configured timeframe.
Integrations
Systems We Connect
We connect with 100+ healthcare systems. Here are the tools we integrate most often for team collaboration.
Don't see your system? Contact us — we integrate with virtually any healthcare platform via API, HL7, or FHIR.
FAQ
Frequently Asked Questions
Can you sync clinical tasks from the EHR to project management?
Yes. We build bidirectional bridges between your EHR and tools like Asana or ClickUp, so clinical and operational teams share a unified task view.
How do critical event notifications work?
We configure EHR event triggers for critical lab results, medication alerts, or patient flags, then route urgent notifications to the right team via Slack, SMS, or pager.
Can you automate referral routing?
We build routing rules that extract referral data, match to team assignments, auto-assign with SLA tracking, and escalate overdue items.
Does this work with our existing communication tools?
Yes. We integrate with Slack, Microsoft Teams, Spruce Health, email, SMS, and more. We adapt to whatever channels your team already uses.
How do you handle provider availability sync?
When a provider updates their schedule in any system, we propagate the change to the scheduling tool, EHR, and internal calendar, resolving conflicts automatically.
How does care coordination automation compare to care coordination software?
Care coordination software gives your team a new platform to coordinate in. Care coordination automation connects the tools your team already uses — EHR, Slack, Asana, email — so coordination happens automatically in the background. We build the connectors and routing rules, not another app for your team to check.
How much does care coordination automation cost?
Cost depends on the number of teams, systems, and coordination workflows we connect. We scope a fixed monthly fee after a workflow assessment. Most organizations see ROI through faster referral response times and eliminated coordination overhead within the first quarter.
Do I need to replace my existing communication or task tools?
No. That’s the advantage. We build automation on top of whatever your team already uses — Slack, Microsoft Teams, Asana, ClickUp, Jira, Spruce Health. We add the automated routing and notification layer that connects these tools to your EHR and clinical systems.
Can you automate handoffs between clinical and administrative teams?
Yes. We build workflows that automatically create tasks, send notifications, and update records when a patient moves between clinical and administrative stages — for example, from intake to insurance verification to clinical assessment.
Ready to Automate Team Collaboration?
Book an AI assessment and we'll map your team collaboration workflows, identify quick wins, and show you exactly what we'd automate first.