Routines is a feature which is part of Heidi II. Heidi II is currently only available in certain regions and subscription types. If you are currently eligible, you’ll see a new Home page when you log into your Heidi account.
What are Routines?
A Routine is simply a task you've asked Heidi to do. It runs on a schedule you set, or whenever you need it to. Nothing is skipped silently, and anything Heidi couldn't finish comes back named with a reason. You can connect Heidi with your other systems too. See here for more information on Connectors.
Can’t see Routines?
Routines is a feature, part of Heidi II. Eligible accounts should be able to access Routines by Home > Routines. Make sure to expand the left hand panel.
Running a routine
You can trigger a Routine in a number of different ways. The trigger can be set and amended by editing the routine.
On demand,
from the chat, using a slash command and the Routine’s name e.g. `/prep my day`, or directly from the Routines page.
On a schedule,
recurring in your timezone. If a schedule fails, Heidi tells you.
On an event,
for example whenever a note is generated.
Across a list,
running one Routine against every patient or session that matches (for example, everyone due for a recall, or every chart for tomorrow).
If you ever need help troubleshooting or need help getting the response or action you desire, use the chat to ask Heidi questions about a response or task. Heidi will be able to troubleshoot with you.
Routines Library
Heidi has a selection of routine templates ready for use. You can either add them as they are, or edit them to your needs.
Discover routines
Go to Home, then Routines in the sidebar.
Select Discover.
Select an existing Routine to open up for more details.
The routine’s modal will display a description of the routine, when it is next scheduled (if enabled) and it’s recent runs (if enabled).
You can ask Heidi questions about the routine in the chat or ask it to run an example.
Add a Routine
You can add routines from the Routines Library that you wish to use.
Go to Home, then Routines in the sidebar.
Select Discover and then select the Routine.
Follow the prompts to finish setting up the routine, such as the schedule and demand.
Heidi will confirm your instructions. Select Create.
You can now close the chat, and find your Routine under Yours.
Edit a Routine
You can edit a routine, which will make changes to any future runs of the routine.
Go to Home, then Routines in the sidebar.
Select Yours and then the Routine.
Click the ellipsis icon (...) in the top right hand corner and then Edit.
Amend the Routine by updating the description and prompts, or altering how it runs.
Create your own Routine
There are 3 ways to create your own routine;
Create with Heidi
Set up manually
Record routine (requires the Heidi Desktop app)
Create with Heidi
This is the default way to create a new routine. Tell Heidi what you want, and Heidi will prompt you with steps to create a routine.
Go to Home, then Routines in the sidebar.
Click Create your own.
Describe what you want the Routine to do, in your own words. For example: "Every morning before the clinician's clinic starts, prepare their day in Heidi using their Clinova EHR schedule."
Heidi will ask you clarifying questions. Answer them to create the Routine's steps.
Heidi will summarise the Routine and ask whether you would like to create the routine or continue to edit. Continue to chat with Heidi to make any changes.
When ready, tell Heidi you are ready to create the routine and then select Create.
Once created, on the right hand side panel, you'll see the details and scheduling of your routine. You can edit this through the Edit button or chatting with Heidi.
When you close the Routine, you should see it on the Routines page under Yours.
Set up manually
Tell Heidi what it should do and select when and how you would like it to run.
Go to Home, then Routines in the sidebar.
Click Create your own, then choose Set up manually.
Click into Name your routine and give it a name.
Describe what you want the Routine to do, in your own words. For example: "Every morning before the clinician's clinic starts, prepare their day in Heidi using their Clinova EHR schedule."
Set how the Routine runs: manually, on an Event or a Schedule.
Add references such as templates, forms, or skills for extra context.
If you wish to create a keyboard shortcut then select Set keyboard shortcut next (optional). This will allow you to run the routine whenever you use the shortcut within Heidi. Then, select Create routine.
Click Record shortcut or Record again and create a shortcut. Shortcuts must start with ⌘ or Ctrl (optional). You can always edit your shortcut later.
When you Save the Routine and close it, you should see it on the Routines page under Yours.
Record a Routine
Using the Heidi Desktop app, you can screen record tasks and Heidi can create a routine from it. You will need to grant permissions.
Open the Desktop app of Heidi.
Go to Home, then Routines in the sidebar.
Click the dropdown icon on Create your own, then choose Record a routine.
Select Start recording.
If needed, select Open settings to grant permission to Heidi. Toggle on permission for Input Monitoring in your computer’s System Settings.
Follow the remaining prompts to finish set up and start recording.
Your Routines
You can view all the routines you have created and saved. They’ll be listed with details of their schedule and trigger.
1. Go to Home, then Routines in the sidebar.
2. Select Yours.
You can also pause any routines by selecting the circle icon next to the routine’s name. This means they will not run on their schedule or event until you resume them.
Can't find a routine?
Describe the routine to Heidi and Heidi will try and find it for you.
Writing a good instruction for your Routine
Start with the shape: goal, steps, output
Goal. What do you want finished, and for which patient or list?
Steps. Which records should Heidi use, over what dates, and what should it do with them?
Output. What should come back, and where should Heidi stop for your review?
Here's an example of the difference it makes:
Vague: "Sort out my referrals."
Clear: "From my three sessions today, draft a referral letter for anyone I mentioned referring. Use my referral template, flag anything missing from the record, and show me each draft before sending."
The second one names the source, the date range, the format, the thing to watch for and the stopping point. Add the constraints that matter to the task e.g., preserve clinical detail, identify missing information, show sources, ask before changing a record.
Five things that sharpen a prompt
Name the system. When the work happens off platform, say exactly where. "Do this in Google Chrome." "Go to my EHR, Cliniko."
Name the patient and the dates. "Jane Doe's last three visits" beats "her recent history". Heidi won't guess a date range for you.
Show, don't describe. "Here's how I structure a meal plan, using this table format." Paste the example in. Heidi picks up your preferences from what you show it and from the edits you make afterwards, so you're teaching it once rather than correcting it weekly.
Use Heidi's words. Sessions, patients, notes, templates, Routines. These map to real things in the product, so Heidi knows what you're pointing at.
Say where to stop. "Show me before you send." "Draft it, don't save it." Manual mode already holds external writes for your approval, but naming the stopping point removes any doubt about what comes back.
Where to start
Pick one job you already do every week e.g., finishing the follow-up list, drafting a referral, preparing a handover, getting ready for the next clinic.
Then build up in three moves:
One completed session. Ask for a follow-up worklist or a referral draft. Check it properly.
A small named set of sessions. Once the single-session result is right, widen it. Name the sessions rather than saying "recent".
Save it as a Routine. Only after you've watched the workflow run correctly. A Routine repeats whatever you saved, including the parts you hadn't checked.
Need help with your task or Routine?
Just ask Heidi! If you are having trouble getting the response or action you desire, use the chat to ask Heidi questions about a response or task. This is the recommended approach for most troubleshooting. Heidi should be able to work through it with you and suggest improvements and recommendations.
If a Heidi routine looks stuck or slow
Some tasks can take longer when they use background actions, especially for more complex workflows.
If Heidi shows that it is still working, allow a few more minutes before stopping or retrying.
If it remains stuck for several minutes, close and reopen the desktop app, then try again.
If a routine does not start from the routines library
Try running the routine from the chat composer by typing / followed by the routine name, for example /your-routine-name.
This helps check whether the routine itself works, or whether the issue is with the Run button in the routines library.
If it works from chat but not from the routines library, share that detail with Support so the team can investigate.
Routine recording on multiple monitors
If you use more than one monitor and the recording later says it did not see anything happen, try recording the routine while performing the steps on your main monitor.
We are investigating clearer recording indicators so it is more obvious which area Heidi is watching during recording.
If the routine still appears empty after recording on the main monitor, restart the desktop app and try recording again.