Draft visit confirmation messages for every scheduled study appointment
Every afternoon, WebRun opens RealTime-CTMS, finds study visits scheduled in the next 48 hours, drafts an SMS confirmation for each subject via Twilio for coordinator review, and logs each pending confirmation in Google Sheets so the team can track sends.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically draft appointment confirmations for clinical trial visits?
WebRun checks RealTime-CTMS every afternoon for study visits in the next 48 hours, drafts an SMS confirmation for each subject via Twilio, and logs the status in Google Sheets. Every confirmation is held in draft until a coordinator approves and sends it, so no subject is texted automatically.
- Every visit in the next 48 hours has a confirmation draft ready within hours of scheduling
- Coordinators approve polished texts rather than composing them from scratch
- Already-confirmed visits are excluded automatically so no subject gets a duplicate message
Built for clinical research coordinators · study schedulers · research site managers · patient recruitment teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
realtime-ctms.com/loginin a real browser with your saved login - no setup, no API keys. -
1
RealTime-CTMS - find visits scheduled in the next 48 hours
realtime-ctms.com How to Automate RealTime-CTMS
WebRun opens RealTime-CTMS to find visits scheduled in the next 48 hours. - Open RealTime-CTMS and filter the visit schedule for appointments in the next 48 hours
- Capture the subject ID, study, visit type, appointment date and time, and coordinator name
- Skip visits already marked as confirmed
Done when All unconfirmed visits in the next 48 hours are listed with their details.
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2
Twilio - draft SMS confirmation for coordinator review
twilio.com How to Automate Twilio
WebRun opens Twilio to draft SMS confirmation for coordinator review. - Compose an SMS confirmation draft for each subject with the visit date, time, and location
- Include a brief reminder of any fasting or preparation requirements for the visit type
- Queue each message in Twilio but do not send. Leave all messages pending coordinator review and approval
Done when A draft SMS confirmation is queued in Twilio for every unconfirmed visit, awaiting coordinator approval.
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3
Google Sheets - log confirmation status for each visit
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log confirmation status for each visit. - Open the Confirmation Tracking log in Google Sheets
- Append a row for each visit with subject ID, visit date, message draft status, and coordinator
- Update rows to Sent once coordinator approves and sends the message
Done when The confirmation log is up to date with the status of every pending and sent confirmation.
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
Will it send confirmation texts to subjects without approval?
No. Every SMS confirmation is queued in Twilio as a draft and held until your coordinator reviews and approves it. No text is sent to a subject automatically.
Can the confirmation message include study-specific prep instructions?
Yes. The draft includes the visit type and any preparation notes stored in RealTime-CTMS for that appointment. Coordinators can also edit the draft before sending.
What if a subject already confirmed by phone?
Visits marked as Confirmed in RealTime-CTMS are skipped automatically, so coordinators do not receive duplicate drafts for visits already handled.
Related templates
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