Draft patient balance reminders so billing staff can send with one click
Every Monday, WebRun opens ModMed and identifies patient accounts with outstanding balances past their due date, drafts a courteous reminder for each, stages the drafts in Google Sheets for billing staff review, and posts a Slack alert so the team knows how many reminders are ready to approve and send for the week.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically draft and queue patient balance reminders for my orthopedic practice?
WebRun reviews ModMed every Monday for patient balances outstanding more than 30 days, drafts a polite reminder for each qualifying account, and stages the drafts in Google Sheets for billing staff to approve. A Slack alert tells the team how many reminders are ready, so the week's collection outreach takes minutes to review and send.
- Weekly balance reminders are drafted automatically, cutting billing staff prep time
- No patient receives a reminder without a human approving it first
- Payment plan and dispute accounts are excluded automatically to prevent errors
Built for orthopedic billing staff · practice managers · revenue cycle teams · orthopedic front office
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
www.modmed.comin a real browser with your saved login - no setup, no API keys. -
1
ModMed - identify patient accounts with overdue balances
modmed.com How to Automate ModMed
WebRun opens ModMed to identify patient accounts with overdue balances. - Open ModMed and filter patient accounts to those with a balance outstanding more than 30 days
- Capture patient name, balance amount, days overdue, and last payment date
- Exclude accounts on a payment plan or with an active dispute flag
Done when All qualifying overdue patient balances are listed with amounts and days outstanding.
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2
Google Sheets - stage drafted reminders for staff review
google.com How to Automate Google Sheets
WebRun opens Google Sheets to stage drafted reminders for staff review. - Open the Balance Reminder Drafts sheet
- Add a row for each patient with the balance amount, days overdue, and a drafted polite reminder text
- Mark each row as Pending Approval and include the patient contact method on file
Done when Every qualifying balance has a draft reminder staged in Google Sheets with Pending Approval status.
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3
Slack - notify billing team of the review queue
slack.com How to Automate Slack
WebRun opens Slack to notify billing team of the review queue. - Post a summary to the billing Slack channel with the count of reminders awaiting approval
- Note the total dollar value of balances in the queue
- Include a link to the Google Sheets review board
Done when Billing staff have a Slack notification with the review link and queue summary for the week.
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 balance reminders to patients without staff approval?
No. Every reminder is drafted and staged in Google Sheets for billing staff to review and approve before anything is sent to a patient. Patient financial communications are never sent automatically.
Does it contact patients on payment plans?
No. Accounts flagged with a payment plan arrangement or an active dispute in ModMed are automatically excluded from the reminder queue so staff do not accidentally contact patients in a protected status.
How many days overdue does a balance need to be before it appears?
The default threshold is 30 days past the statement date, matching a standard first-reminder cadence. You can adjust this window in the workflow settings to match your practice's collection policy.
Related templates
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