Send recall reminders for overdue checkups
Every Monday, WebRun scans your patient database for anyone overdue for a recall visit, drafts a friendly SMS or email nudge for each one, logs the outreach to a tracking sheet, and holds every message for staff to approve before it goes to the patient.
- No credit card
- Under $0.01 per run
- Cancel anytime
How can I automatically send recall reminders to patients overdue for a checkup?
Every Monday, WebRun scans your patient database for anyone overdue for a recall visit, drafts a friendly SMS or email nudge for each one via Twilio, logs the outreach in a Google Sheets tracking sheet, and holds every message for staff to approve before it goes to the patient.
- Every overdue patient contacted on a consistent weekly schedule
- Recall outreach logged automatically for compliance and tracking
- No recall message sent until staff give the go-ahead
Built for dental practices · medical practices · allied health providers · clinic administrators
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
app.twilio.comin a real browser with your saved login - no setup, no API keys. -
1
Practice management - find overdue-recall patients
- Filter the patient list to anyone whose last hygiene or checkup visit was more than 6 months ago
- Capture patient name, last visit date, preferred contact method, and contact details
- Skip patients who have already been contacted in the last 30 days or have a future appointment booked
Done when A list of genuinely overdue patients with contact details is ready for outreach.
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2
Twilio - draft recall SMS
twilio.com How to Automate Twilio
WebRun opens Twilio to draft recall SMS. - Draft a warm, short SMS for each patient mentioning their last visit date and inviting them to book
- Include the practice name, a booking number or link, and an opt-out line
- Stage all messages as drafts - do not send until staff approves the batch
Done when A held draft SMS exists in Twilio for every overdue-recall patient.
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3
Google Sheets - log recall outreach
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log recall outreach. - Open the Recall Tracking sheet and append a row for each patient: name, last visit, contact method, and draft status
- Update the status column to Sent or Skipped once staff processes each draft
Done when Every recall candidate is logged with their outreach status for audit purposes.
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 text patients without my team checking the list first?
No. Every recall message is staged as a draft and requires staff approval before it is sent. Patient-facing outreach is always draft-not-do.
How do I change the recall interval from 6 months?
Just tell WebRun your interval (e.g. 3 months for high-risk patients, 12 for annual checkups) and it applies that rule per patient group.
What if a patient has already booked via the website?
WebRun checks for any future appointment in the system before adding a patient to the list, so anyone already booked is automatically skipped.
Related templates
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