Track every inbound telehealth referral from receipt to booked visit
Every Monday, WebRun scans Gmail for new referral emails, logs each one in Google Sheets, checks Doxy.me to see whether the referred patient has scheduled a visit, and posts a digest to Slack showing referrals received, booked, and still pending.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically track inbound telehealth referrals from receipt to booked visit?
Every Monday, WebRun scans Gmail for new referral emails, logs each one in Google Sheets with patient and referring provider details, checks Doxy.me to see if the patient has booked, and posts a Slack digest showing referrals received, booked, and still pending so nothing falls through the cracks.
- Every inbound referral is logged within hours of the email arriving
- Unbooked referrals over 14 days are surfaced every Monday for follow-up
- Care team gets a full pipeline snapshot without manual spreadsheet work
Built for telehealth care coordinators · virtual specialty clinics · primary care referral teams · mental health telehealth practices
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
mail.google.comin a real browser with your saved login - no setup, no API keys. -
1
Gmail - capture new referral emails
gmail.com How to Automate Gmail
WebRun opens Gmail to capture new referral emails. - Open Gmail and search for emails containing referral keywords received since the last run
- Extract referring provider, patient name, referral date, and reason for referral
- Flag any referral email that is missing key patient details for staff review
Done when Every new referral email is captured with its key details.
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2
Google Sheets - log referrals and update booking status
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log referrals and update booking status. - Open the Referral Tracker sheet and add a new row for each new referral
- Update the booking status column for any previously logged referral based on new data
- Flag referrals that have been pending for more than 14 days
Done when All referrals are logged with current status in Google Sheets.
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3
Doxy.me - check if referred patient is booked
doxy.me How to Automate Doxy.me
WebRun opens Doxy.me to check if referred patient is booked. - Open Doxy.me and search for each referred patient by name
- Check whether the patient has a scheduled appointment on the calendar
- Update Google Sheets with the scheduled date if found
Done when Each referral is matched to a booked visit or flagged as unbooked.
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4
Slack - post weekly referral status digest
slack.com How to Automate Slack
WebRun opens Slack to post weekly referral status digest. - Post a weekly referral digest to the care coordination channel
- Show counts: received this week, booked, pending over 14 days
- List unbooked referrals by name and days pending so staff can follow up
Done when Care team has a full weekly referral status digest in Slack.
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 referred patients to book their visit?
No. WebRun tracks the referral pipeline and surfaces unbooked patients for your team to follow up. Any outreach to patients is drafted for staff review, not sent automatically.
How does it know a referral has been booked?
It searches Doxy.me by patient name each Monday. If a matching appointment is found, the referral row in Google Sheets is updated automatically to show the scheduled date.
What if a referral email is missing patient details?
Referral emails without a patient name or referral reason are flagged in Google Sheets for manual review, so nothing slips through due to incomplete data.
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