Buyer & owner snapshot guide

Check on every client's treatment, every week, automatically.

Enroll a client and the snapshot calls them weekly, confirms who answered, records a structured treatment update, retries missed calls, and tells your case team when treatment is complete or a client cannot be reached.

2 agents2 workflowsEnglish and SpanishPrivate by design
SNAPSHOT GUIDEWEEKLY TREATMENT CHECK-INS

Treatment Check-Ins
& Follow-Up

Weekly callsIncluded
Missed-call retriesIncluded
Treatment pipelineIncluded
Spanish coordinatorIncluded
01 · What it does

Consistent treatment follow-up without staff time.

Consistent treatment matters to an injury case. The snapshot keeps in touch with each client weekly, records where their treatment stands, and brings your team in only when something needs a person.

Call

Every week

With daily retries when a client misses the call.

Record

Ten answers

Appointments, providers, expected duration and missed visits, saved to the contact.

Escalate

When it matters

Treatment complete, or a client not reached after seven tries.

02 · What is included

The snapshot contents.

AssetQuantityPurpose
Treatment Compliance Coordinator1 agent

English voice agent that confirms identity and runs the check-in.

Spanish Treatment Coordinator1 agent

The same check-in in Spanish with a Spanish voice.

Weekly Treatment Check-In Calls1 workflow

Weekly calls, retries, alerts, tasks and pipeline stages.

Answered Treatment Check-In Call1 workflow

Greeting, treatment questions, emails and closing.

Treatment pipeline3 stages

In Treatment, Treatment Complete, Unreachable.

Contact fields12 fields

Treatment answers, missed-call counter and last check-in date.

03 · How it works

Two workflows and two languages.

Weekly treatment check-in loop
Weekly Treatment Check-In Calls, saved September 24, 2026. Dashed steps need the owner's caller ID or email sender.
Text version of this diagram

Enrolling a client resets the missed-call counter, sets the Treatment pipeline stage to In Treatment and places the weekly check-in call. If the client answers, the workflow waits ten minutes for the conversation to save, then checks whether a check-in was saved today. If so, the counter resets; if all treatment is complete the stage becomes Treatment Complete and the case team gets a notice without treatment details; otherwise the workflow waits one week and calls again. A missed, voicemail or failed call, or an answered call with no saved check-in, adds one to the counter. Below seven, the workflow waits a day, emails the client if they have an email address, and calls again. At seven, the case team gets an alert without details, the stage becomes Unreachable, a task is created, the counter resets and calls resume after a week.

Answered treatment check-in call
Answered Treatment Check-In Call and the Spanish coordinator, saved September 24, 2026.
Text version of this diagram

An answered check-in call checks the client's language. Spanish speakers are transferred to the Spanish coordinator; if the transfer fails they hear a Spanish apology and a Spanish callback task is created. English speakers are greeted and asked for the client by name. A wrong person gets a close with no details; a busy client is offered another day. The confirmed client hears a first-time or repeat introduction, answers ten treatment questions saved to contact fields, receives a thank-you email if they have an email address, and the case team gets a notice without details. The call closes, the check-in date is saved and the completed call tag is added.

04 · Set it up

Six owner steps make it yours.

  • 1
    Set your office name

    Update the Company Name variable.

  • 2
    Connect your email sender

    And confirm the support address that receives case-team notices.

  • 3
    Choose your caller ID

    The number clients will see on check-in calls.

  • 4
    Set up Spanish calling

    Confirm the Spanish coordinator's voice and line.

  • 5
    Approve your privacy policy

    Recording, retention and who can see treatment answers.

  • 6
    Enroll clients

    Start the weekly workflow for each client in treatment.

Open the step-by-step setup center →

05 · Verify & launch

Run the acceptance tests.

TestExpected behaviorPass condition
Enroll a test clientWeekly call

The call arrives and the client moves to In Treatment.

Answer as the clientCheck-in

Name confirmed first; ten answers saved; case-team notice has no details.

Let it ringRetry

A call follows the next day and the missed-call counter rises.

Answer as someone elsePrivate close

Nothing about treatment or the case is said.

Answer in SpanishSpanish coordinator

The call continues in Spanish.

Your treatment check-ins are ready.

When the tests pass, activate both agents and enroll your clients.

Open the setup center →