Kipu Health Automated Referral Pipeline Tracking
Every morning, WebRun opens Kipu Health CRM, pulls every active referral and its current stage, updates a Google Sheets pipeline tracker with source, stage, and days since contact, and sends a digest to your admissions Telegram chat so the team knows exactly which referrals need a follow-up call today.
How do I automatically track inbound referrals from first contact to admission at my treatment center?
WebRun opens Kipu Health CRM each morning, pulls every active referral and its pipeline stage, and updates a Google Sheets tracker with source, days since contact, and assigned coordinator. It sends a daily digest to your admissions Telegram chat flagging stale referrals and new conversions, so no warm lead ages out without a follow-up call.
- Stale referrals flagged automatically after 2 days without activity
- Admissions team sees a daily pipeline digest without pulling reports manually
- Referral-to-admission conversion tracked by source over time
Built for addiction treatment admissions teams · behavioral health intake coordinators · residential treatment marketing directors · outpatient SUD 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
app.kipuhealth.comin a real browser with your saved login - no setup, no API keys. -
1
Kipu Health - pull active referrals and stages
kipuhealth.com
WebRun opens Kipu Health to pull active referrals and stages. - Open the Kipu Health CRM or admissions pipeline and filter to active referrals
- Capture each referral's source (hospital, physician, court, self), current stage, days since first contact, and assigned coordinator
- Flag referrals that have not had any activity in more than 2 days
- Note which referrals converted to admissions since the last run
Done when Every active referral is pulled with its source, stage, and last-activity date.
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2
Google Sheets - update referral pipeline tracker
google.com
WebRun opens Google Sheets to update referral pipeline tracker. - Open the Referral Pipeline Tracker in Google Sheets
- Update each referral row with the latest stage and days since last contact
- Add new referrals received since the last run as fresh rows
- Mark any referral that converted to an admission as closed-won with the admission date
Done when The Google Sheets tracker is current with all active and newly converted referrals.
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3
Telegram - send daily referral digest
telegram.org
WebRun opens Telegram to send daily referral digest. - Send a daily digest to the admissions Telegram chat with: new referrals today, referrals needing follow-up (inactive more than 2 days), and admissions converted from referrals
- List the assigned coordinator next to each stale referral so accountability is clear
Done when The admissions team has a daily referral digest in Telegram with clear follow-up assignments.
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 the referring provider or patient automatically?
No. WebRun tracks and reports on referral status but never contacts referring providers or patients on its own. All outreach to referral sources is handled by your admissions coordinators.
Can it track referrals from multiple sources?
Yes. It captures the referral source field from Kipu Health CRM, so hospital referrals, physician referrals, court mandates, and self-referrals all appear in the pipeline with their source labeled.
What happens when a referral converts to an admission?
It detects the stage change in Kipu Health and marks the referral as converted in Google Sheets with the admission date, so your team can measure conversion rates by source over time.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.