WellSky Integration Architecture
See exactly how automation connects to your existing WellSky system without disrupting your workflow or requiring technical changes from your team.
What you’re looking at: Complete data flow from WellSky through secure, HIPAA-compliant automation to actionable alerts your scheduler receives. All five workflow types are included—from smart schedule alerts to capacity planning.
Why it matters:
Every layer runs alongside your current process. Your scheduler keeps using WellSky exactly as they do now, but receives proactive insights like “Friday 2 PM shift unfilled – Sarah has 85% match, try her first.”
The approach:
Start with one workflow to prove value before expanding. Non-disruptive, reversible, and built for healthcare compliance from day one.
WellSky Integration Architecture
Complete Data Flow: From WellSky to Your Scheduler
Nothing changes here - your team keeps working normally. All schedule data lives in WellSky. Automation reads from here, writes back when needed.
Handles all communication with WellSky, ensures HIPAA compliance, encrypts everything, validates data quality, and creates audit trail.
- WellSky Connect API: FHIR-compliant REST API, OAuth 2.0 authentication, encrypted (TLS 1.3)
- API Gateway & Rate Limiting: Manages request flow and prevents overload
- Authentication & Authorization: Secure token-based access with automatic rotation
- Data Validation & Error Handling: Ensures data quality, automatic retry with exponential backoff
- Encryption: All data encrypted in transit and at rest (AES-256)
- Audit Logging: Complete trail of all actions
Runs workflows in the background, processes scheduling data, identifies patterns and problems, triggers alerts and actions. No human intervention needed for routine tasks.
Workflow: Smart Schedule Alerts
- Monitor unfilled shifts throughout the day
- Identify approaching deadlines and last-minute changes
- Detect caregivers approaching overtime
- Flag patterns (caregiver frequently needs specific days off)
- Send targeted notifications to the right person
Notifications
- SMS Alerts for urgent notifications
- Email Updates for detailed information
- Dashboard for overview and trends
- Slack Integration (optional)
Fits into your existing communication flow
Predictive Intelligence
- Pattern Learning from historical data
- Predictive Recommendations
- Optimization Suggestions
- Knowledge capture from experienced schedulers
Add when ready - not required for pilot
Your Scheduler
Gets actionable insights without changing how they use WellSky
Example: "Friday 2 PM shift unfilled - Sarah has 85% match, try her first"
Non-Disruptive • HIPAA-Compliant • Runs Alongside Existing Workflow • Start Small, Scale What Works
Data Flow Example: Smart Schedule Alert
See exactly how automation works in practice—from detection to delivery
API Call: "Get today's unfilled shifts"
Detection: Friday 2pm shift still unfilled
Context: Shift starts in 3 hours
Priority: This needs attention
Sarah's History: Accepted this shift type 6 out of 7 times
John's History: Accepted 2 out of 7 times
Match Score: Sarah = 85% match quality
Your scheduler receives the alert
Records: Alert sent
Timestamp: Date and time
Details: Recipient, shift info, recommended caregiver
What Your Scheduler Receives
Real automation alerts delivered via SMS—proactive, actionable, intelligent
Sarah has 85% match (accepted 6/7 similar shifts).
Try her first?
John scheduled 42 hours this week, approaching OT threshold (45 hrs).
Consider backup for his Thursday evening shift.
Maria has called out the last 3 Mondays.
Recommend backup plan for her Monday shifts going forward.
Tom's 10 AM shift with Mr. Davis now open.
Priority backups: Lisa (90%), Rachel (85%), Mike (78%)
You're at 94% of typical capacity this week (2,150 hours).
Consider hiring trigger at 2,200 weekly hours.
Saturday 7 AM with Mrs. Anderson.
Best matches: Emma (92% - worked 8/9 Saturdays), David (88%)
Why These Alerts Change Everything
Proactive, Not Reactive
Problems are caught before they become fires. Your scheduler stays ahead instead of constantly putting out fires.
Intelligence Built In
Every alert includes match quality scores based on historical patterns, so decisions are data-driven.
Time Saved Daily
Instead of manually checking WellSky and recalling patterns, automation delivers insights instantly.
Works Their Way
SMS, email, or dashboard—alerts fit into existing workflow without changing how they use WellSky.