Confirm Appointment Flow Template
The Confirm Appointment flow automates the process the confirming attendance from patient on their existing appointment.
Overview
This flow handles the authentication, confirms the patient attendance on EPIC manages potential retries for transient errors, and notifies the confirmation status to AI Agent.
Pre-requisites
- Webex AI Agent Studio
- EPIC Prebuilt Integration
User Roles
- Flow Developer: Configures Epic authentication, handles the confirmation API logic, and manages the retry/evaluation scripts.
- End User: The patient receiving confirmation that their appointment is officially booked.
- AI Agent: Triggers the confirmation flow once the appointment details have been selected.
- Epic EHR System: Receives the confirmation signal and updates the appointment status.
Node Breakdown
| Node Type | Purpose | Outcome |
|---|---|---|
| Configure AI Agent Event | Initializes the flow with the specific identifiers needed to confirm the booking. Input Variables: appointmentId, patientId | |
| Authenticate | • Retrieve access token • Method Name: Specifies the action to be executed, choose Authenticate. • AzureURL: Determines the target environment endpoint. Setting this to "Staging" ensures the flow connects to your staging or production environment. • SubscriptionKey: Maps the necessary API subscription key for your chosen environment, ensuring that the request is properly authorized by the API Management layer. • EpicTokenURL: Defines the specific endpoint used to exchange credentials for an access token. It utilizes the $(epicBaseURL) variable to allow for dynamic environment switching. The variable value can be configured in the flow settings under custom variables. • EpicClientId: Represents the unique identifier for your application, as registered in the Epic App. The variable value can be configured in the flow settings under custom variables. | • On success, the flow proceeds to Confirm Appointment • On failure, the flow terminates. |
| Confirm Appointment | Sends the patient final confirmation to the Epic. Behavior: On success, moves to Update Schedule Type. On timeout or invalid choice, triggers the Evaluate nodes for retry logic. | |
| Update Schedule Type | Performs a final data update to ensure the appointment is correctly categorized in the EHR. | Finalizes the flow upon successful execution. |
| Evaluate (Retry Logic) | Manages transient errors (like timeouts or invalid choices). Logic: Compares current retry counts against thresholds. If retries remain, it loops back to the Confirm Appointment node; otherwise, it terminates the flow. |
Input & Output Variables
Input Variables (Configure AI Agent Event)
appointmentId:The unique ID of the appointment to be confirmed.patientId:The unique ID of the patient associated with the appointment.
Output Variables
The flow maintains these identifiers throughout the process to ensure the correct record is updated in the Epic EHR system.
Error Handling
- Authentication Failure: If the flow fails to authenticate, it exits immediately to prevent unauthorized API calls.
- API Timeout: If the Epic system does not respond, the flow routes to the Evaluate node to attempt a retry.
- Invalid Choice: If the confirmation request is rejected due to invalid parameters, the flow triggers the retry/failure logic to allow for correction or graceful termination.
Script Analysis
Evaluate Script
- Processing: The script in the Evaluate node monitors the retryCount. It increments the count after each failed attempt and compares it against the maxRetryCount.
- Result: Automates the recovery process for temporary network or service issues, ensuring a robust user experience.
Updated about 19 hours ago