Recall overdue adjustment patients before treatment stalls
Every Monday, WebRun opens Cloud9 Ortho, identifies active patients whose adjustment appointment is overdue or unscheduled, drafts a recall message for each patient or guardian, and posts the list to Slack so staff can review and send before treatment is delayed.
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How do I automatically recall orthodontic patients who are overdue for an adjustment?
Every Monday, WebRun opens Cloud9 Ortho, finds active treatment patients whose adjustment is overdue and unscheduled, and drafts a recall message for each in Gmail. Staff review and send each draft before it reaches the patient or guardian. A Slack summary gives the team the full count of overdue patients at a glance.
- Overdue patients are identified every week before treatment gaps widen
- Staff spend minutes reviewing drafts rather than hours building recall lists manually
- No patient message goes out without a staff member reviewing it first
Built for orthodontic practices · orthodontists · ortho treatment coordinators · dental office managers
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.cloud9ortho.comin a real browser with your saved login - no setup, no API keys. -
1
Cloud9 Ortho - find overdue adjustment patients
- Open Cloud9 Ortho and filter active treatment patients
- Identify patients whose last adjustment was more than the expected interval ago and who have no upcoming appointment
- Capture patient name, guardian contact, last visit date, and treating provider for each
Done when Every overdue adjustment patient is listed with their contact details and days since last visit.
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2
Gmail - draft recall messages
gmail.com How to Automate Gmail
WebRun opens Gmail to draft recall messages. - Draft a friendly recall message for each overdue patient or guardian
- Mention how long it has been and encourage them to call or book online
- Save each message as a Gmail draft, leaving it unsent for staff review
Done when One draft recall message per overdue patient is saved in Gmail, unsent.
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3
Slack - alert staff to the recall list
slack.com How to Automate Slack
WebRun opens Slack to alert staff to the recall list. - Post a summary to the clinical Slack channel with the count of overdue patients
- Include a link to the Gmail drafts folder for quick access
Done when The clinical team has a Slack alert with the total number of overdue recall drafts ready to 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 contact patients without staff approval?
No. Every recall message is saved as a Gmail draft and left unsent. A staff member reviews and sends each one, ensuring no patient or guardian receives a message without human sign-off.
How does it decide a patient is overdue?
It checks the date of the patient's last appointment in Cloud9 Ortho against the expected recall interval and flags anyone with no upcoming visit scheduled beyond that window.
What if a patient has already booked an appointment?
Cloud9 Ortho's live schedule is read each run, so patients who have an upcoming appointment already on the books are skipped automatically.
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