Keep every incoming surgical referral visible until the case is booked
Every Monday, WebRun opens HST Pathways, pulls all referrals received in the past week that have not yet been converted to a scheduled case, logs each to the referral tracker in Google Sheets with days since receipt, and posts a status digest to Slack so scheduling staff can follow up on stalled referrals.
- No credit card
- Under $0.01 per run
- Cancel anytime
How can I track and follow up on incoming surgical referrals automatically?
Every Monday, WebRun pulls all unbooked incoming referrals from HST Pathways, updates the Google Sheets tracker with each referral's age and status, and posts a digest to Slack flagging referrals pending more than 7 days. Coordinators can then prioritize follow-up before referred patients seek care elsewhere.
- No incoming referral goes untracked for more than one week
- Stalled referrals older than 7 days are flagged automatically each Monday
- Coordinators start the week with a full referral status picture in Slack
Built for ASC scheduling coordinators · referral management staff · ambulatory surgery center administrators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.hstpathways.comin a real browser with your saved login - no setup, no API keys. -
1
HST Pathways - pull unbooked incoming referrals
hstpathways.com How to Automate HST Pathways
WebRun opens HST Pathways to pull unbooked incoming referrals. - Open HST Pathways and navigate to the referral or case-request section
- Pull referrals received in the past week that have not been scheduled or declined
- Capture the referral ID, referring provider, procedure requested, date received, and current status
- Also pull referrals from prior weeks still showing as unbooked to catch stalled cases
Done when All unbooked referrals are listed with their age, referring provider, and procedure.
-
2
Google Sheets - update referral tracking log
google.com How to Automate Google Sheets
WebRun opens Google Sheets to update referral tracking log. - Open the referral tracking sheet
- Add or update a row for each referral with receipt date, days pending, status, and assigned coordinator
- Flag referrals pending more than 7 days for priority follow-up
Done when The referral tracker is updated with all pending referrals and their age flags.
-
3
Slack - post weekly referral status digest
slack.com How to Automate Slack
WebRun opens Slack to post weekly referral status digest. - Post a weekly referral digest to the scheduling channel showing total pending count and breakdown by age bucket
- Call out any referrals pending more than 7 days by referring provider and procedure
- Include a link to the Google Sheets tracker for the full list
Done when Scheduling staff have Monday's referral status digest in Slack with the tracker link.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does WebRun contact referred patients or physicians on its own?
No. WebRun only logs referrals and posts an internal digest for your coordinators to act on. All patient and physician contact is handled by your staff.
How does it define a stalled referral?
Any referral not converted to a scheduled case within 7 days is flagged for priority follow-up. You can adjust this threshold when setting up the workflow.
What if a referral was declined or redirected?
Referrals marked as declined or redirected in HST Pathways are excluded from the pending list, so only genuinely unbooked cases appear in the tracker.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.