How Healthie saves 60+ hours a week with Zapier Agents

When Healthie began investing in AI and automation, the goal wasn’t just efficiency, it was to create a system that scales. With over 40,000 healthcare providers serving 15 million patients on the Healthie platform, operational efficiency isn’t just about internal productivity, it’s about ensuring every clinician gets the support they need to deliver exceptional patient care.

Healthie is a healthcare platform for longitudinal patient care. The software powers scheduling, documentation, and communication for nutritionists, dietitians, and other providers so they can focus more on care and less on admin. “We help providers manage their practice so they can focus more on the care portion than just the administrative piece,” said James Kase, Associate Director of RevOps at Healthie.

James sits at the heart of go-to-market operations, working across Sales, Customer Success, and Marketing to ensure every handoff is seamless and every system speaks the same language. Recently, his focus has been enabling the company’s AI transformation by building intelligent agents that reduce administrative burdens and unlock proactive insights across teams.

The results speak for themselves: one set of agents alone is saving the team more than 60 hours per week.

Coaching and call summary agents save 60+ hours a week across the GTM team

Before agents, coaching and post-call follow-up were sporadic, and time-consuming. Managers rarely had the bandwidth to review every sales call, and reps often spent extra time logging notes and writing follow-up emails. So James created a pair of agents to automate those workflows.

Each sales rep and CSM at Healthie now has two AI agents: one for call coaching and one for call summaries. Each agent connects to the rep’s Zoom account to pull recordings, analyze the conversation, and create Salesforce records with summaries and scores. The coaching agent even delivers SPICED-based feedback via Slack, along with a ready-to-send follow-up email template.

“Coaching was fairly non-existent before this. Now the team gets feedback on a regular basis, and they have a follow-up email draft ready to go right after the call,” said James.

Here’s how it works:

• Trigger: Zoom call recording ends

• Step 1: Agent analyzes the call using a SPICED framework

• Step 2: Summary and coaching feedback are posted to the rep’s Slack

• Step 3: A Salesforce record is created automatically

• Step 4: Follow-up email draft is generated for the rep to send

With about 20 reps and CSMs using these agents, the time savings add up quickly. Each agent saves an estimated 2–3 hours per rep per week, which translates to more than 60 hours saved weekly across the team. 

“The agent is basically giving reps feedback in their manager’s voice. It saves 1–2 hours of manager time each week, too,” said James.

Interested in creating this Agent for yourself or your team? Try James’s template!

AI-driven insights help teams proactively reduce churn

Churn risk is a challenge for any SaaS business and Healthie wanted a way to surface risks before it was too late. So James created the Enterprise Health Insights Weekly agent to do exactly that. 

Every Monday, the agent checks systems like Salesforce, HubSpot, Vitally, and Help Scout for signals of churn or expansion. It then posts a summary in Slack, where CS and Product leads can immediately review the insights and take action.

“Best case: it flags accounts the team already knew about. Worst case: it flags ones they didn’t—which is actually the best outcome,” said James.

This proactive insight gives Healthie’s CS team a head start on retention efforts. While the impact on churn metrics is still being measured, the shift from reaction to prevention is already changing how teams operate. For healthcare providers who rely on Healthie as business-critical software, proactive retention isn’t just good business, it’s about ensuring continuity of care for their patients. Early intervention helps prevent disruptions that could impact patient outcomes.

Async QBR insights improve product feedback and reduce meeting time

In the past, Healthie hosted monthly calls between Product and CS teams to review feedback from customer QBRs. But these conversations often happened after a customer had already churned—or not at all.

Now, James uses the QBR Feedback Insights Aggregator, an agent that pulls data from Vitally and shares weekly summaries in Slack. It surfaces feedback and trends asynchronously, making it easier for teams to align and act on insights while customers are still engaged.

“We get all that information beforehand, while they’re still a customer. It helps us act early and avoid churn,” said James.

The async model also reduces time spent in meetings and ensures product insights are shared consistently across the organization, enabling faster feature improvements and support responses that directly benefit the healthcare providers who use Healthie daily.

Bonus: Agents to streamline sales handoffs and inbound outreach

James is continuing to expand agent usage across Healthie. A few other in-progress workflows include:

• Sales → Implementation handoff: An agent creates a Google Doc from Salesforce handoff records and stores it in the customer’s designated folder, ensuring nothing slips through the cracks during the transition.

• Inbound lead outreach: Reps can add an emoji reaction in Slack to a new inbound lead, triggering an email to the prospect via Help Scout—keeping replies visible to the whole team.

Each of these agents shortens turnaround time and ensures no lead or customer slips through the cracks.

Healthie’s results, by the numbers

• 60+ hours saved per week across Sales and CS with call coaching and summaries

• Proactive churn prevention with weekly health insights agent

• Async product alignment with weekly QBR insights—no meetings required

Looking ahead: Automation at scale, without being a bottleneck

As the primary builder of these agents, James is laying the groundwork to scale automation across the org. He’s partnering with team leads to train others as AI leads, so new agents can be built without relying on RevOps for everything. Shared agents, team folders, and approval workflows ensure things stay structured as adoption grows.

“You don’t have to be a platform expert anymore. Zapier lets you hook everything up in a low-code way and just get it done,” said James.

Healthie’s vision is clear: use automation to remove manual work, uncover opportunities, and scale intelligently, without sacrificing the human side of care. That way, their team can focus on what matters most: empowering healthcare providers to deliver better patient care. When they operate more efficiently, their customers can too.