WF01 — New Lead Entry

The moment the form is submitted.

Active · Currently In Play

WF01 is the entry workflow for every new enquiry. It fires the instant a patient submits the intake form, and it owns every downstream action in the first five minutes: AI parsing, internal notification, routing by patient type and priority, opportunity creation, and the reception callback task.

One workflow handles new-patient and existing-patient lanes, plus emergency, high-value, and standard priority branches. No tabs, no moving parts, no decision for reception to make before picking up the phone.

What fires at Day 0

Section 1 · Trigger & Assignment

• Trigger: Form Submitted (+ Copy of Form Submitted) on the lead intake form
• Assign to User: default contact owner (TW0)

Section 2 · AI Parsing & Classification

• #1 AI Reception Note Taker (GPT): converts raw form data into one natural-language summary sentence for reception. Output gpt.1.result is consumed by the internal email and the callback task description.
• #2 Set Patient Type (Text Formatter): formats qual_patient_type for downstream branching.
• #3 Set Treatment Interest (Text Formatter): formats qual_treatment_interest.
• #4 Lead Source Classifier (GPT): identifies acquisition source (Google Ads, Facebook Ads, organic search, referral, direct). Every lead is tagged with its channel, automatically, at the moment it arrives.

Section 3 · Internal Notification

• Internal Email: sent to {{custom_values.sys_practice_email}} (the practice inbox — not the assigned user). Contains lead details plus the AI summary from Step 2.1.

Section 4–6 · Branch by Patient Type + Priority

• New vs Existing Patient branch on qual_patient_type.
• Then Emergency / High Value / Standard branch on priority signals.
• Each branch does Find-or-Create Opportunity, then sends the appropriate SMS (using qual-t01 or qual-t02), sends the appropriate email (qual-t10 new / qual-t11 returning), sets Conversation AI bot state (Active/Inactive), and creates a callback task with 5-minute SLA for high-value and emergency branches.
• Emergency branches (5a existing-emergency, 6a new-emergency) use qual-t07 body text and {{custom_values.qual_emergency_protocol}}. Intake-time emergency handling lives entirely inside WF01 — same-day slot, on-call clinician notified, escalation complete within minutes of the form landing.