Chase outstanding patient balances before they age past your collection window
Every Monday morning, WebRun opens Experity, pulls all patient accounts with outstanding balances, and groups them by aging bucket. It drafts a balance reminder message for each patient and holds every draft for billing staff review before anything is sent. It then posts a Slack summary to the billing team with total balances by aging tier so the team can prioritize which accounts need the most urgent attention.
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How do I automatically chase outstanding patient balances in an urgent care clinic?
Every Monday, WebRun pulls all outstanding patient balances from Experity, groups them by aging bucket, and drafts a reminder message via Twilio for each account. Every draft is held for billing staff review before sending, and a Slack aging summary gives your team the total dollars at risk by tier so they can prioritize the most urgent accounts first.
- Billing staff open Monday morning to a ranked aging summary and a ready-to-approve draft queue
- No balance reminder reaches a patient without billing staff approval
- Accounts over 60 days are surfaced first so high-risk balances get attention before the collection window closes
Built for urgent care billing managers · revenue cycle teams · clinic administrators · urgent care front desk billing staff
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.experityhealth.comin a real browser with your saved login - no setup, no API keys. -
1
Experity - pull patients with outstanding balances
experityhealth.com How to Automate Experity
WebRun opens Experity to pull patients with outstanding balances. - Open Experity and navigate to the patient accounts or billing section
- Pull all accounts with an outstanding patient balance greater than zero
- Group accounts by aging bucket: 0 to 30 days, 31 to 60 days, 61 to 90 days, and over 90 days
- Capture the patient name, balance amount, aging bucket, date of service, and mobile number on file for each account
Done when All patients with outstanding balances are listed and grouped by aging bucket with contact details.
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2
Twilio - draft balance reminder messages for billing staff review
twilio.com How to Automate Twilio
WebRun opens Twilio to draft balance reminder messages for billing staff review. - For each patient with an outstanding balance, draft a brief SMS reminder noting that a balance is due and inviting them to call or log in to pay
- Do not include specific balance amounts or clinical details in the draft unless billing staff add them during review
- Hold every draft for billing staff review. Do not send any message to a patient without explicit staff approval
- Flag patients with no mobile number on file so staff can send a written notice by another method
Done when All balance reminder drafts are queued for billing staff review. No message has been sent.
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3
Slack - post aging summary for the billing team
slack.com How to Automate Slack
WebRun opens Slack to post aging summary for the billing team. - Post a weekly aging summary to the billing Slack channel
- Show the total number of accounts and total dollar value outstanding in each aging bucket
- Highlight accounts over 60 days old as priority so the billing team can focus on the most at-risk balances first
- Include the count of drafts awaiting review so staff know the size of their approval queue
Done when The billing team has a weekly Slack aging summary with totals by bucket and a draft count awaiting 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 WebRun send balance reminder messages to patients automatically?
No. Every balance reminder is drafted and held in a review queue. WebRun never sends a financial notice to a patient without billing staff explicitly approving and releasing each message.
How does it prioritize which patients to focus on first?
WebRun groups balances by aging bucket in the Slack summary and surfaces accounts over 60 days old as the highest priority, so billing staff can direct their approval effort toward balances most at risk of going to collections.
What if a patient has already paid or set up a payment plan?
WebRun reads live account balances from Experity each Monday, so accounts with a zero balance or an active payment plan arrangement will not appear in the draft queue if their balance is cleared before the run.
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