Turn incoming sleep referrals into ready-to-work patient records
Every morning, WebRun reads new oral appliance therapy referrals in Gmail, creates or updates the patient in DentalWriter, logs each referral in a Google Sheet, drafts a thank-you acknowledgement to the referring physician for your team to approve, and posts a Slack summary of the day's new referrals.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically intake and route physician sleep referrals?
WebRun reads new oral appliance therapy referrals in Gmail every morning, creates or updates each patient in DentalWriter, and logs the referral in a Google Sheet. It then drafts a thank-you acknowledgement to the referring physician for your team to approve and posts a Slack digest, so no referral sits unworked.
- Every physician referral is logged in a patient record the same morning it arrives
- Referring offices get a prompt acknowledgement drafted and ready to send
- Referrals missing a sleep study are flagged before they stall intake
Built for dental sleep medicine practices · DSM coordinators · front desk teams · TMD and sleep dentists
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
mail.google.comin a real browser with your saved login - no setup, no API keys. -
1
Gmail - read new referrals
gmail.com How to Automate Gmail
WebRun opens Gmail to read new oral appliance therapy referrals. - Open Gmail and scan the referral inbox and any forwarded messages from physician offices
- Identify new oral appliance therapy referrals for obstructive sleep apnea or snoring
- Capture the patient name, referring physician, practice, diagnosis, and any attached sleep study or notes
- Skip messages already logged on a previous run
Done when Every new referral email is identified with its patient and referring physician captured.
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2
DentalWriter - create the patient record
niermanpm.com How to Automate DentalWriter
WebRun opens DentalWriter to create the referred patient record. - Open DentalWriter and search for the patient to avoid creating a duplicate
- Create a new patient record, or update the existing one, with demographics and the referring physician
- Attach or note the referral source and diagnosis so the medical billing chart starts complete
- Mark the record as a new referral awaiting intake scheduling
Done when Each referred patient exists in DentalWriter with the referring physician and diagnosis recorded.
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3
Google Sheets - log the referral pipeline
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log the referral pipeline. - Open the Referral Pipeline sheet
- Append each new referral as a row with patient, physician, date received, diagnosis, and status
- Avoid duplicating referrals already tracked in the sheet
- Set the status to Awaiting intake call so nothing stalls
Done when The referral pipeline sheet reflects every new referral with an open status.
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4
Slack - summarize new referrals
slack.com How to Automate Slack
WebRun opens Slack to summarize the day's new referrals. - Post a short digest to the front desk Slack channel listing the day's new referrals and referring offices
- Draft a thank-you acknowledgement to each referring physician office and leave it unsent for a team member to review and send
- Flag any referral missing a sleep study so intake can request it
Done when The team has a Slack summary of new referrals and a drafted acknowledgement waiting for review.
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 email the referring physician without me?
No. WebRun writes the acknowledgement to the referring office and leaves it as a draft for a team member to review and send. Nothing goes to a physician or patient on its own, so no protected health information leaves your practice unapproved.
How does it avoid creating duplicate patients in DentalWriter?
It searches DentalWriter for the patient before creating a record, matching on name and details, and updates the existing chart instead of adding a duplicate when it finds one.
What if a referral arrives without a sleep study attached?
It logs the referral, sets the status to awaiting records, and flags the missing sleep study in the Slack digest so your intake team can request it from the referring office.
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