Route new referrals to the right clinician
Every morning, WebRun opens the Headway provider portal, reviews new client referrals, matches each to the clinician whose specialty and open availability fit best, drafts a warm welcome and next-step reply in Gmail, leaves every draft unsent for intake, and pings your team in Slack with each referral and its suggested clinician.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I route new client referrals to the right clinician automatically?
Every morning, WebRun opens the Headway provider portal, reviews new client referrals, and matches each to the clinician whose specialty and open availability fit best. It drafts a warm welcome reply with next steps in Gmail, leaves the drafts unsent for intake, and pings your team in Slack with each referral and its suggested clinician, so no referral sits unrouted.
- New referrals get matched the same morning, not days later
- Each welcome reply is drafted and waiting, so intake just reviews and sends
- Clients reach the right-fit clinician faster, lifting conversion
Built for intake coordinators · group practice owners · practice managers · Headway providers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
headway.coin a real browser with your saved login - no setup, no API keys. -
1
Headway - read new referrals
headway.co
WebRun reviews new client referrals in the Headway provider portal. - Open the Headway provider portal and check the referral icon for new client referrals
- Read each referral's stated needs, session type, and preferred times
- Match each to the clinician whose specialty and open availability fit best
Done when Every new referral has a suggested best-fit clinician.
-
2
Gmail - draft welcome replies
gmail.com How to Automate Gmail
WebRun drafts a warm welcome reply for each referral and leaves it unsent. - Draft a warm welcome reply for each referral with clear next steps to get started
- Reference the suggested clinician and how to book a first session
- Save every message as a draft and leave it unsent for intake to review
Done when A welcome-reply draft sits ready in Gmail for each new referral.
-
3
Slack - report suggested matches
slack.com How to Automate Slack
WebRun posts each new referral and its suggested clinician to Slack. - Post your intake team each new referral with its suggested clinician and why
- Note the referral's preferred times and the clinician's open availability
- Note that the welcome drafts are waiting in Gmail for review
Done when Your intake team has today's referrals and suggested matches 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 reply to referrals on its own?
No. WebRun only drafts each welcome reply in Gmail and leaves it unsent. Your intake team reads every message and clicks send, so no new client is contacted without a person approving it first.
How does it match a referral to a clinician?
It reads the referral's stated needs, session type, and preferred times in Headway, then suggests the clinician whose specialty and open availability fit best. It only suggests the match. Intake makes the final call and assigns the client.
Does it assign or book the client itself?
No. WebRun never assigns a client or books an appointment. It surfaces the best-fit clinician and drafts the welcome, then your intake team confirms the match and the first session, so no assignment happens unattended.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.