✨ When You Need This Guide
Use this guide if you're asking:
Can Aloha automatically run eligibility checks before patient visits?
How do I set which appointment types or statuses trigger automation?
How often does Aloha check eligibility before a scheduled appointment?
This setup saves you time and ensures your team has the latest benefits information before each visit.
Note: Automation is only available for EHR-integrated practices (Compulink, Officemate, CrystalPM, RevolutionEHR).
What This Covers
✅ Covers:
Where to find Automation Preferences
How to select appointment types and statuses
Choosing when benefit checks happen
🚫 Doesn’t cover:
Manual searches (see How to Run Manual Searches)
How Automation Works
When configured, Aloha will automatically run patient benefits searches:
After the appointment is added to your EHR calendar (within ~15 minutes)
At a custom interval you choose (e.g., 7 days before)
24 hours before the appointment, for the most up-to-date info
🔧 How to Set Automation Preferences
In Aloha, go to “Schedule Automation” from the left-hand menu
Use the three dropdowns on this screen to define your automation logic
1️⃣ Appointment Types (Required)
This determines which appointment types will trigger automation. These are pulled directly from your EHR.
Click the Appointment Types dropdown
Select the types of appointments you want included in automation
Selected types appear in a box above—click the “X” to remove any
You can update these at any time
💡 Example: You may choose “Comprehensive Eye Exam” and “Medical Follow-up” but leave out “Contact Lens Training”
2️⃣ Appointment Statuses
⚠️ Not needed for RevolutionEHR users. This option may not appear.
Appointment Statuses determine when automation should trigger based on the status of the appointment (e.g., “Scheduled” or “Confirmed”).
Click the Appointment Statuses dropdown
Choose all applicable statuses
Remove any by clicking the “X”
✅ Best practice: Only include pre-visit statuses (like “Scheduled” or “Confirmed”)
3️⃣ Custom Search Interval
This is the second search run before the appointment, in addition to the one 24 hours before.
Click the Custom Search Interval dropdown
Choose between 4–14 days before the appointment
Select based on how early you typically prepare benefit information
⏱️ Aloha always runs:
Initial check ~15 min after appointment is scheduled
Optional custom search (you pick how many days before)
Final check 24 hours before appointment
✅ You’ll Know It Worked When:
Patient appointments that match your selected types/statuses show benefit results in the Eligibility Search feed
Automation occurs without needing to manually trigger a search
Vision and medical results include the scheduled appointment date next to the benefit info
💬 Need Help? We’re Here!
Email: support@reviewwave.com
Phone: 1-800-563-0469
Support team replies in under 30 minutes during business hours.
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