Close care gaps by reaching out to patients who have missed routine care
Every Monday, WebRun reviews your care gap list in Google Sheets, checks Doxy.me visit history to confirm which patients have not completed required care, drafts personalized outreach emails in Gmail for staff to approve, and logs each eligible patient in Mailchimp for broader care gap campaigns.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically identify and outreach to telehealth patients with open care gaps?
Every Monday, WebRun reviews your care gap list in Google Sheets, cross-checks Doxy.me to confirm no qualifying visit has occurred, drafts a personalized outreach email in Gmail for staff approval, and adds eligible patients to the right Mailchimp care gap segment. No patient email is sent without staff sign-off.
- Open care gaps are matched to a reviewed outreach draft every Monday morning
- Patients already scheduled are never contacted unnecessarily
- Care gap campaign audiences in Mailchimp stay current without manual list uploads
Built for primary care telehealth practices · value-based care teams · population health managers · chronic disease telehealth programs
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
docs.google.com/spreadsheetsin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - identify patients with open care gaps
google.com How to Automate Google Sheets
WebRun opens Google Sheets to identify patients with open care gaps. - Open the Care Gap Tracker sheet and filter for patients with open gaps flagged for outreach
- Capture patient name, email, gap type, last qualifying visit date, and contact preference
- Skip any patient contacted for this gap in the last 30 days
Done when Every patient with an open care gap eligible for outreach is listed with contact details.
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2
Doxy.me - confirm no recent qualifying visit on record
doxy.me How to Automate Doxy.me
WebRun opens Doxy.me to confirm no recent qualifying visit on record. - Open Doxy.me and search for recent visits for each patient on the gap list
- Confirm no qualifying visit has occurred in the required timeframe
- Remove any patient who has a scheduled upcoming visit from the outreach list
Done when Care gap list is confirmed against live Doxy.me visit data.
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3
Gmail - draft personalized outreach email for staff approval
gmail.com How to Automate Gmail
WebRun opens Gmail to draft personalized outreach email for staff approval. - Draft a personalized, care-type-specific outreach email for each eligible patient
- Include the care gap type, why it matters, and a prompt to book a telehealth visit
- Save each draft for staff to review and approve before sending - no patient emails sent automatically
Done when A Gmail outreach draft exists for every patient with a confirmed open care gap.
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4
Mailchimp - add eligible patients to care gap campaign list
mailchimp.com How to Automate Mailchimp
WebRun opens Mailchimp to add eligible patients to care gap campaign list. - Add each eligible patient to the appropriate Mailchimp care gap campaign audience segment
- Tag the patient with their gap type for targeted campaign messaging
- Do not trigger any campaign send - audience additions only, for staff to activate
Done when All eligible patients are added to the correct Mailchimp care gap segment.
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 care gap outreach emails to patients without approval?
No. Every outreach email is saved as a Gmail draft for staff to review. No patient-facing communication about clinical care goes out without a human in the loop, in line with HIPAA best practices.
What types of care gaps does it track?
It tracks whatever gap types are recorded in your Google Sheets care gap log, such as annual wellness visits, A1C checks, depression screenings, mammograms, and blood pressure monitoring.
How does it avoid reaching out to patients already scheduled for care?
It cross-checks Doxy.me before drafting any message. Patients with an upcoming qualifying visit on the schedule are removed from the outreach list automatically.
Related templates
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