Recover no-show PT patients before they disengage
Each morning, WebRun reviews the previous day's schedule in WebPT, identifies every no-show and late cancellation, drafts a warm recovery message for each patient, and posts the list to Slack so the front desk can review, personalize if needed, and send each draft the same day.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically follow up with PT patients who no-showed or cancelled?
Every morning, WebRun reviews the prior day's WebPT schedule, identifies every no-show and late cancellation, and drafts a warm recovery message in Gmail for each patient. A Slack alert gives the front desk a prioritized recovery list, so staff can review, approve, and send each message the same day without manual chart digging.
- No-show patients receive a same-day recovery outreach for review
- Front desk starts each morning with a prioritized no-show list
- High-priority patients with few remaining visits are flagged first
Built for physical therapy front-desk staff · PT clinic managers · outpatient PT practices · physical therapists
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.webpt.comin a real browser with your saved login - no setup, no API keys. -
1
WebPT - identify no-shows and late cancellations from the prior day
webpt.com How to Automate WebPT
WebRun opens WebPT to identify no-shows and late cancellations from the prior day. - Open WebPT and review the prior day's completed schedule
- Identify every appointment marked as no-show or late cancel
- Capture each patient's name, treating therapist, appointment time missed, and remaining authorized visits
- Skip patients who already rebooked or who have no remaining authorized visits
Done when Every no-show and late cancellation from the prior day is listed with patient details.
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2
Gmail - draft a recovery message for each patient
gmail.com How to Automate Gmail
WebRun opens Gmail to draft a recovery message for each patient. - For each no-show patient, draft a friendly, empathetic recovery message from the treating therapist
- Reference the patient's plan of care progress and encourage rescheduling
- Include available appointment times or a link to the scheduling page where applicable
- Leave every draft unsent in Gmail for front-desk review before sending - patient messages are never sent automatically
Done when A Gmail draft recovery message exists for every no-show patient, ready for front-desk review.
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3
Slack - alert front desk with the recovery list
slack.com How to Automate Slack
WebRun opens Slack to alert front desk with the recovery list. - Post a recovery list to the front-desk Slack channel naming each no-show patient and their treating therapist
- Flag patients with only 1 to 2 remaining authorized visits as high priority
Done when Front-desk staff have today's no-show recovery list in Slack with Gmail drafts ready to action.
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 my team reviewing the messages first?
No. Every recovery message is drafted in Gmail and left unsent. The front desk reviews, personalizes if needed, and sends each draft. No patient receives a message without staff approval.
Does it only flag patients from the day before?
Yes, by default it reviews the prior day's schedule each morning. You can adjust the look-back window if you want to catch older no-shows that still have not rebooked.
What if the patient already called to reschedule overnight?
WebRun reads the live schedule in WebPT each morning, so anyone who already booked a new appointment is excluded from the recovery list automatically.
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