Fill surgery cancellations
Every few minutes, WebRun checks Nextech for newly cancelled or freed OR slots, matches the open slot to the top waitlist candidates by procedure and availability, drafts a personalized offer text for each via Twilio, and posts the drafts to Slack for your coordinator to approve before any patient is contacted.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically fill surgery cancellations from my waitlist?
WebRun monitors Nextech every few minutes for newly freed OR slots, matches each opening to the top waitlist candidates by procedure and short-notice availability, and drafts personalized offer texts via Twilio. All drafts are posted to Slack for coordinator approval before any patient is contacted, so cancellations get filled fast without bypassing human oversight.
- Freed OR slots are filled faster with less manual coordinator effort
- Longest-waiting matched patients are offered the slot first
- No patient is contacted without explicit coordinator approval
Built for plastic surgery practices · OR schedulers · surgical coordinators · aesthetic surgery clinics
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.nextech.com/loginin a real browser with your saved login - no setup, no API keys. -
1
Nextech - detect freed OR slots and find waitlist candidates
nextech.com How to Automate Nextech
WebRun opens Nextech to detect freed OR slots and find waitlist candidates. - Open Nextech and check for newly cancelled or freed surgical appointments in the next 30 days
- For each freed slot, note the date, time, OR, procedure type, and surgeon
- Search the waitlist for patients who match the procedure type and are flagged as available on short notice
- Rank the top three candidates per slot by waitlist date and procedure match
Done when Freed OR slots are identified and top waitlist candidates are matched to each opening.
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2
Twilio - draft slot-offer texts for top candidates
twilio.com How to Automate Twilio
WebRun opens Twilio to draft slot-offer texts for top candidates. - Draft a personalized offer text for each top waitlist candidate describing the available date, time, and procedure
- Include a prompt to call the practice within a specified time window to claim the slot
- Leave all messages unsent in draft status pending coordinator approval
Done when Draft slot-offer texts are prepared for top waitlist candidates for every freed OR slot.
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3
Slack - post drafts for coordinator approval
slack.com How to Automate Slack
WebRun opens Slack to post drafts for coordinator approval. - Post an urgent alert to Slack listing each freed slot and its matched draft candidate texts
- Group by slot date so the soonest openings appear first
- Note that no text has been sent and coordinator must approve before any patient is contacted
Done when Coordinator has a prioritized list of draft waitlist offers in Slack ready for immediate approval.
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 waitlist patients automatically when a slot opens?
No. Every offer text is drafted and held in Slack for your coordinator to approve. WebRun never contacts a patient without explicit human sign-off, even for urgent same-day openings.
How does it match waitlist patients to the right slot?
It filters by procedure type and short-notice availability flags recorded in Nextech, then ranks candidates by their position on the waitlist so the longest-waiting eligible patients are offered the slot first.
What if a coordinator is unavailable to approve quickly?
The Slack alert is marked urgent and surfaces the soonest slots at the top. You can configure Slack to send a mobile push notification so your on-call coordinator can approve from their phone in seconds.
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