Ascent Urgent Care — Automation Discovery

1

Your contact details

So we know who completed this.

Your name *

Please enter your name.

Your role at the practice

Best contact email *

Please enter a valid email address.

Best contact phone

2

Gmail & inbox setup

All faxes currently arrive in Gmail.

How are the four locations' inboxes set up?

Separate Gmail accounts (one per location) All under one Google Workspace organization Not sure

Email address(es) the faxes arrive at List each location: Saline, Howell, Fenton, Webberville.

Account type

Google Workspace (business) Free Gmail Not sure

Who is the Google Workspace / Gmail admin?

Roughly how many faxes/emails per day, per location?

Who can approve granting us access (OAuth connection)?

3

Incoming fax content & sorting

Faxes are mainly lab reports, med requests, patient messages, and junk.

How is each fax delivered? Select all that apply.

PDF attachment Inline image Link to a portal Other

Who is your fax provider? e.g. eFax, SRFax, RingCentral. Same for all locations?

How do you currently tell the categories apart? Any reliable signals — sender, subject line, keywords.

How should junk / spam faxes be handled?

Automatically delete Just flag / label for a human to review

What should happen to med requests & patient messages?

4

Lab reports & charting

The core job: compile labs and file them to the patient chart.

What should the "list of all patients' labs" report include? Which fields/columns, and which labs (all received that day?).

Who should receive the lab report email? Same as the original sending fax addresses, or different people?

How is a lab matched to the right patient? Select all that appear on the lab fax.

Name + DOB MRN Account # Other

Walk us through the manual charting steps today Login → find patient → attach lab. (You can also send us a screen recording.)

Where in Experity does the lab get attached?

5

Experity access & MFA

Experity uses MFA — these answers shape the automation design.

Which MFA method does Experity use?

Authenticator app code (Google/Microsoft Authenticator) Code sent by email Code sent by text (SMS) Push notification (tap "Approve") Not sure

Does Experity offer a "trust this device / remember me" option at login?

Yes No Not sure

How are Experity logins structured?

One shared login Separate login per location Individual login per user

Can you provide a test / training login (no real patient data)?

Yes No Need to check

Experity Client Success Rep contact Helps us pursue API access later.

6

Security & HIPAA

This automation handles protected health information.

Any specific security or compliance expectations?

Will a Business Associate Agreement (BAA) be needed?

Yes No Not sure

Where should the automation run?

Office workstation Dedicated PC Cloud Not sure

Any IT policies or existing vendors we should coordinate with?

7

Scope & rollout

How you'd like to start.

Start with a pilot or all four locations?

Pilot one location first All four at once

Preference for version 1?

Attended — staffer clicks the button, completes MFA, reviews before filing Fully unattended Not sure

How often should it run?

On-demand (button) Hourly A few times a day Other

If it can't confidently match a lab to a patient, should it flag for a human rather than guess?

Yes — always flag No

Day-to-day point of contact & who signs off on the final workflow

Anything else we should know?

Ascent Urgent Care — Fax & Lab Workflow Intake

Thank you!