WellSky CareTend

Connect WellSky CareTend to FlowRunner so agents turn faxed referrals into patients, diagnoses, medication profiles and insurance policies, file documents on the intake path, assign staff tasks, and complete specialty pharmacy intake orders, with a person deciding before an order moves to Rx Setup.

Verified 1 trigger 12 actions OAuth available

WellSky CareTend website Platform Documentation Capability data verified 2026-11-13

A referral fax arrives on the pharmacy's intake fax line

Agent reads patient, prescriber, drug and diagnosis

Search Patients looks for an existing record first

Patient, diagnosis and medication profile created

Stedi checks coverage before the policy is added

Insurance coordinator gets the order as a task

Coordinator decides before Complete Intake Order runs

What This Integration Enables

CareTend runs specialty pharmacy and home infusion work as queues, not as records. A referral is not finished when the patient exists. It is finished when the order leaves Intake / Insurance Verification and enters Rx Setup. This connector is built for that stretch of the order's life, from the fax that starts it to the moment it is ready to dispense. It works inside the queues the intake team already watches, not around them.

FlowRunner agents search and create patients, add ICD-10 diagnoses and medication profiles, add insurance policies, update orders and complete intake. They file documents on a patient or an order, and file a fax they cannot place on an Incoming Document Path such as Intake Referrals, where a person picks it up. They create tasks for employees or whole departments. One trigger starts a flow whenever an order enters a new workflow state. The agent does the typing and the lookups. Before an order moves on to Rx Setup, the agent stops and asks a person on Slack, email, WhatsApp or phone.

Without FlowRunner

Faxes keyed by hand Intake staff read each referral fax and type the patient, drug and diagnosis into CareTend

Benefits checked late Coverage is confirmed after the patient record is built, often on a separate payer portal

Handoffs by phone The dispensing team learns an order is ready when someone in intake tells them

With FlowRunner

Fax to patient record A readable referral becomes a CareTend patient with diagnosis and medication profile attached

Coverage on the order The eligibility answer and the primary payer are on the order before anyone asks for them

Rx Setup announced An order entering Rx Setup reaches the dispensing team with the patient and drug already named

Use Case Scenarios

Referral fax to a CareTend patient

A prescriber's office faxes a referral to the pharmacy's Documo number, and On New Inbound Fax fires. Download Fax brings the PDF into the flow. The agent reads the patient, prescriber, drug, strength and ICD-10 code. Search Patients checks by name and date of birth, then by phone and policy number. For a new patient, Create Patient opens the record with the status Pending and the referral date. Add Patient Diagnosis and Create Medication Profile record the diagnosis and the drug, and Upload Patient Document attaches the referral. A fax the agent cannot read with confidence goes to Upload Incoming Fax on the Intake Referrals path, as a New Fax on the grid intake already works from. The same flow runs from SRFax, Phaxio or RingCentral, each with its own On New Inbound Fax trigger.
Benefits verification on the order

With the patient built, the agent runs Check Eligibility in Stedi on the payer and member ID from the referral. Infusion therapy and specialty drugs can fall under the medical benefit or the pharmacy benefit, so the agent asks for the benefit the order needs. A pharmacy check confirms pharmacy coverage and sometimes names the pharmacy benefits manager. It does not price the drug. Add Patient Insurance Policy records the policy as primary. Update Patient Order sets it as the order's primary payer and marks Authorization Required when the payer flags it. Create Task then gives the insurance coordinator the order, with the eligibility answer in the task notes.
Rx Setup reaches the dispensing team

On Patient Order Workflow State Changed watches the SPRx workflow for orders entering Rx Setup. When one does, the agent reads the order with Search Patient Orders and posts the patient, drug and prescription numbers to the dispensing channel in Slack. Create Task assigns the pharmacist on duty. A second flow on the same trigger can watch any other state the team cares about. A new patient can then move from Pending to Active through Update Patient, with the date and reason of the change, once the team confirms the first dispense.

Human-in-Loop Highlight

The gate is on Complete Intake Order, because it moves an SPRx order out of Intake / Insurance Verification and into Rx Setup. This connector has no action that sends an order back. CareTend requires a primary payer before it completes intake, but a payer on the order is not the same as a payer that will cover the drug. The eligibility check confirms coverage but not prior authorization, and nothing in this flow submits one. So the agent stops and asks the insurance coordinator in Slack: "Order 774120 for Jane Doe, adalimumab 40 mg. Stedi shows active pharmacy coverage and names the PBM. It says nothing about prior authorization for this drug. I set the referral's policy as primary payer. Complete intake and send to Rx Setup, or mark Authorization Required and hold?" The coordinator answers, and the agent completes the order or holds it. This is human-in-the-loop at the one handoff in intake that this flow cannot take back.

Agent processes routinely

Detects exception requiring judgment

Clear match Continues automatically

Ambiguous Routes to human via Slack

Human decides

Agent resumes with decision

Agent Capabilities

12 actions

Patients

Search Patients Finds patients by MRN, name and date of birth, phone number or insurance policy number. Used before every Create Patient, so a referral lands on the patient the pharmacy already serves.
Create Patient Creates a patient from a new referral and returns the ID and MRN that the other actions take. Lookup fields such as gender, status and team use the values configured in your CareTend.
Update Patient Changes only the fields filled in, identified by MRN. Used to move a patient from Pending to Active, with the date and reason of the change.
Add Patient Diagnosis Adds an ICD-10 diagnosis to a patient, with its sequence and effective date. Used to record the diagnosis on the referral.
Create Medication Profile Adds a medication to the patient's medication profile, such as the specialty drug on an incoming prescription, with strength, route and frequency. Used so pharmacists see the drug before Rx Setup.
Add Patient Insurance Policy Adds an insurance policy to the patient, with carrier, policy and group numbers, sequence and program. Used during benefits verification, before the policy is set as an order's primary payer.

Patient Orders

Search Patient Orders Finds orders by patient MRN, order ID, date range, status, type or therapy type, with their prescription numbers. Used to read an order before updating or announcing it.
Update Patient Order Changes an order's status, comments, prescriber, dates, authorization flags or primary payer policy. Only the fields filled in change. Used to put the eligibility result on the order.
Complete Intake Order Marks an SPRx order complete in Intake / Insurance Verification and advances it to Rx Setup, like Mark Order Complete in CareTend. The order needs a primary payer first, and FlowRunner flows leave the call to a person.

Documents

Upload Patient Document Uploads a file from a URL, such as a prescription, referral form or insurance card, and attaches it to a patient, an order or another record. Used once the agent knows whose document it is.
Upload Incoming Fax Files a received fax into CareTend's Incoming Documents grid as a New Fax, optionally on an Incoming Document Path such as Intake Referrals. Used for a fax the agent cannot place, so intake staff pick it up where they always do.

Tasks

Create Task Creates a scheduled task for employees or whole departments, optionally linked to a patient, such as verifying benefits for a new referral. Used to hand each order to the person who owns the next step.

Triggers

1 triggers

Event Triggers

On Patient Order Workflow State Changed Fires when a patient order enters a new workflow state, such as an SPRx order moving to Rx Setup. It checks CareTend on a schedule, and can be narrowed to one workflow, one state or one company. It starts dispensing handoffs and any follow-up tied to a workflow state.

Frequently asked questions

What can FlowRunner do with WellSky CareTend?

FlowRunner agents can run Search Patients, Create Patient, and Update Patient in WellSky CareTend, plus 9 more actions.

Does connecting WellSky CareTend to FlowRunner require OAuth?

Yes. WellSky CareTend connects to FlowRunner with OAuth 2.0, so agents authenticate without handling raw credentials.

Can WellSky CareTend trigger a FlowRunner workflow automatically?

Yes. WellSky CareTend supports 1 trigger that can start a FlowRunner workflow automatically.

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