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Advot
Case Study By ZeremAI

Advot is a high-impact, mission-driven philanthropic organization focused on breakthrough treatment of PTSD in Israel and globally. The goal was to systemize therapy operations, therapist onboarding, fundraising & donor Management through AI Automation while maintaining clinical excellence and compliance.

  • Client Success Finance Operations Sales

Why ZeremAI?

ZeremAI has extensive experience in AI Automation for outreach, donor and operations systemization in the nonprofit sector and the Advot tech stack.

Departments of focus

Executive

Operations

Client Success

Advot

Challenges

Lack of Automated Operations Flow

Every referral required staff to qualify applicants by hand, send emails, dispatch consent forms, verify therapist licenses on government portals, and schedule sessions; a tedious manual workflow that became unsustainable as referrals climbed.

Compliance and Risk Exposure from Ad-hoc Processes

High-risk patient flagging, consent collection, and license verification all depended on individual staff remembering to do them. In a healthcare setting handling soldiers wounded in the wars that way, is a liability.

No Visibility into the Patient and Donor Pipeline

Leadership couldn't see where applicants were dropping off, which therapists were stalled in onboarding, or which donors were approaching renewal. Spreadsheets and inboxes replaced what should have been a real-time operating picture.

AI Automation for Clinical Operations

Results Achieved

90%

Reduction in manual administrative hours for the clinical operations team

65%

Reduction in cycle time from referral to scheduled patient session

100%

Automated license verification against the Israeli Ministry of Health registry

10x

Scalability without proportional headcount growth

Tech Stack

AI Automated Integration of Platforms

  • End-to-End Orchestration Across the Entire Stack: A single scenario chains Google Forms, Google Drive, Google Docs, Notion, external APIs, and Gmail; replacing what would be hours of manual triage and copy-paste with a hands-free flow.
  • Live Regulatory Verification Built into the Flow: The HTTP module pulls real-time license validity from practitioners.health.gov.il during therapist onboarding; turning a compliance check that would otherwise be manual and slow into an automatic, traceable step.
  • Conditional Routing that Handles Every Outcome Automatically: Routers branch the logic; qualified vs. rejected, valid vs. invalid license, age check vs. escalation; so each applicant gets the right action, email, and Notion record without human review.

Soldier Journey and Therapist System Map

  • An AI Automated Foundation: By visualizing every step, decision gate, and trigger, the map visually outlines exactly which actions can be AI automated; qualification checks, welcome and rejection emails, consent and medical questionnaire dispatch, Calendly scheduling, license validity verification, reminder sequences, and pre-appointment therapist notifications.
  • De-risks Compliance, Security, and Sensitive Data Handling: The map makes it obvious where personal data, medical information, consent, or regulatory checks live in the flow, so safeguards get designed in at the start.

AI Automated Team and Individual Soldier Onboarding Workflow

  • Clean, Structured Data at the Source: This means no missing data, no malformed records, and no manual cleanup before the Notion database, qualification logic, and email automations can act on it.
  • A Built In Compliance-Ready Audit Trail: Every submission is timestamped, attributed to a verified email, and stored in a structured, retrievable format — critical for an organization handling sensitive medical data on soldiers within Israel's regulated healthcare environment
  • Form Fields Engineered to Enable Automatic Qualification and Risk Segmentation: National ID enables eligibility verification, demographic and medical questionnaire data feed the high-risk patient logic that auto-notifies Advot, and structured answers allow the automation to process applications without human review.

AI Automated Team and Individual Soldier Onboarding

  • A Single Source of Truth for Every Applicant: All soldier records — IDs, demographics, military status, consent, contact info — live in one structured Notion database, auto-populated from the forms and instantly searchable by the team.
  • Relational Links Between Records and Tasks: Each follow-up task is tied back to the related soldier record, giving staff full context in one click; no swivel-chairing between tools to figure out who, what, or where.
  • Auto-Generated Follow-up Tasks: When an applicant doesn't complete a step (e.g. Calendly scheduling), the automation creates a follow-up task with a due date and status; turning silent drop-offs into trackable, actionable work.

Volunteer & Therapist Onboarding Automation

  • License Number Field Powers Automatic Regulatory Verification: The captured License Number feeds directly into the Make scenario that checks practitioners.health.gov.il, turning a manual compliance step into an instant, automated one.
  • Resume Upload Baked Into the Workflow, Not Handled Over Email: PDFs and documents are captured, stored, and routed automatically — no lost attachments, no chasing inboxes, no manual filing.
  • Structured Intake That Triggers the Full Onboarding Flow: Every submission becomes the entry point for the entire therapist pipeline — Notion record creation, license check, qualification routing, interview scheduling, and reminders — with zero manual handoff.

Donor and Fundraising Management System

  • Auto-Classification Removes Manual Triage: The "Donor Type (Auto)" formula tiers each donor automatically based on donation amount, so the team always knows who needs white-glove attention without sorting spreadsheets.
  • Renewal Tracking Preventing Lapsed Partnerships: Last Donation and Renewal Date fields turn donor retention into a proactive AI workflow — the system surfaces who to re-engage before the relationship goes cold.

Executive Dashboard

  • Real-Time Funnel Visibility: Live view of registrations, qualifications, rejections, and questionnaire completions; no spreadsheets, no manual reporting.
  • Conversion and Drop-off Tracking at Every Stage: Rejected vs. qualified vs. post-questionnaire totals expose where the funnel leaks; and where to optimize next.
  • Data Quality Monitoring Built In: Widgets like Soldiers Missing Email surface broken records instantly, before they break downstream automations.

Advot Meeting Rhythms and Agendas

Intentionality, Consistency and Structure

  • 1. Repeating Meetings and Agendas
  • 2. Intentional agendas that link to working operational systems
  • 3. KPI Dashboard Focused Meetings
  • 4. Agreement on Key Actions

Agenda

  1. How are you feeling today, on a scale of 1-10? Please indicate in the chat
  2. Good News and Acknowledgment in regards to Company Values
  3. OKR Reporting Review
    a. Department OKRs Dashboard
    b. Department OKRs
  4. KPI Reporting Review
    a. Department Dashboard
    b. Department Pipeline
  5. Department Operational Board
  6. Next Steps / Action Items Recap

Advot Stamp of Approval

ZeremAI became a real extension of our team. From day one, they brought clarity to how to automate our Therapy operations, volunteer and therapist onboarding, and helped us achieve 10x Scalability without proportional headcount growth.
Beyond the results, they're genuinely good people to work with, thoughtful, fast, and invested in our success. We're glad to have them as a partner.
Patsy Alcantar
CEO- Advot

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