Recover missed study visits before the window closes
Every morning, WebRun opens RealTime-CTMS, finds subjects with a missed visit from the previous day, drafts a rescheduling message for each in Gmail for coordinator review, and logs every attempt in Google Sheets so nothing slips past the visit window.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically follow up on missed clinical trial visits?
WebRun checks RealTime-CTMS every morning for missed study visits, drafts a rescheduling message in Gmail for each affected subject, and logs the window deadline in Google Sheets. Every draft waits for coordinator approval before sending, so no subject is contacted without a human in the loop.
- Missed visits are flagged and drafted for follow-up within hours, not days
- Window deadline urgency is visible at a glance in Google Sheets
- No subject is contacted without coordinator approval
Built for clinical research coordinators · research site managers · site networks · academic medical centers
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 missed visits from yesterday
realtime-ctms.com How to Automate RealTime-CTMS
WebRun opens RealTime-CTMS to find missed visits from yesterday. - Open RealTime-CTMS and navigate to the Visit Tracking screen
- Filter for visits with a Missed or No-Show status from the prior day
- Capture the subject ID, study protocol, scheduled visit date, and remaining window days for each
Done when Every missed visit is listed with its subject ID, protocol, and window deadline.
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2
Gmail - draft rescheduling outreach for review
gmail.com How to Automate Gmail
WebRun opens Gmail to draft rescheduling outreach for review. - Draft a coordinator-friendly rescheduling message for each missed subject
- Include available reschedule slots within the protocol window
- Leave every draft unsent for coordinator review and approval before it goes to the subject
Done when A draft rescheduling message exists in Gmail for every missed visit, awaiting coordinator approval.
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3
Google Sheets - log each attempt and window status
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log each attempt and window status. - Open the site's No-Show Recovery log in Google Sheets
- Append a new row for each missed visit with subject ID, protocol, window deadline, and draft status
- Flag any visit where fewer than 3 days remain in the window
Done when The recovery log is updated and urgent window cases are flagged for immediate follow-up.
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 contact subjects directly without approval?
No. WebRun only drafts the rescheduling message in Gmail and leaves it for your coordinator to review and send. No message goes to a subject without a human approving it first.
How does it know the visit window deadline?
It reads the protocol window data stored in RealTime-CTMS for each visit, so the deadline shown in the log reflects your actual protocol schedule, not an estimate.
What if a subject already rescheduled on their own?
It checks the current visit status in RealTime-CTMS each morning, so subjects who already have a new appointment booked are skipped automatically.
Related templates
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