Workflow Engine
The Workflow Engine is a configurable automation framework that powers approval chains, escalations, notifications, and state machines across all Bio Ecko...
February 2026 · 6 min
Manual area
Advanced
Coverage
5 sections
Operator notes
3 implementation notes
Overview
The Workflow Engine is a configurable automation framework that powers approval chains, escalations, notifications, and state machines across all Bio Ecko modules. Rather than hardcoding business rules, hospitals can define custom workflows that match their operational policies.
Workflow Builder
Build workflows visually using the drag-and-drop builder:
- Triggers -- What starts the workflow (e.g., new admission, bill exceeds threshold, lab result critical)
- Conditions -- Branch logic (e.g., if amount > 50000, if department = ICU)
- Actions -- What happens (e.g., send notification, require approval, update status, create task)
- Approvals -- Multi-level approval chains with role-based routing
- Timers -- Escalation after configurable duration
- Loops -- Retry or repeat actions until condition is met
Pre-Built Workflow Templates
Bio Ecko ships with ready-to-use workflow templates:
- Discount approval (amount-based escalation to manager, CFO, CEO)
- Insurance pre-authorization (auto-submit to TPA, track response, escalate)
- Critical lab value notification (alert treating doctor + nurse + HOD)
- Discharge clearance (nursing sign-off > billing clearance > pharmacy check > doctor approval)
- Purchase order approval (indent > HOD > procurement > finance)
- Leave request (employee > manager > HR)
- Complaint escalation (helpdesk > department > management)
Templates can be cloned and customized.
Execution & Monitoring
Monitor active workflows from the Workflow Dashboard:
- See all running workflow instances with current step
- View pending approvals assigned to you
- Audit trail of every step executed with timestamps
- Reassign stuck approvals
- Cancel or restart workflow instances
- Performance metrics (average completion time, bottleneck steps)
Integration Points
The workflow engine integrates with:
- Notifications -- Email, SMS, WhatsApp, in-app, push
- Tasks -- Creates task items in the assignee's task queue
- Audit Logs -- Full execution history for compliance
- External Systems -- Webhook actions to call external APIs
- Reporting -- Workflow SLA compliance reports
Notes
Tip
Start with the pre-built templates and customize them. Building from scratch is powerful but takes time to get right.
Warning
Test workflows in sandbox mode before activating in production. A misconfigured loop action can generate thousands of notifications.
Clinic tip
Even solo clinics benefit from simple workflows -- set up a 'critical lab result' notification to alert you on your phone when a patient's result is abnormal.
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