Draft patient balance reminders before accounts go to collections
Every Monday, WebRun opens Practice Fusion, finds allergy patients with outstanding patient-responsibility balances aged 30 days or more, drafts a polite balance reminder email for each, logs all balances to a Google Sheet for tracking, and leaves the drafts in Gmail for staff to review and send.
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- Under $0.01 per run
- Cancel anytime
How do I automatically draft patient balance reminders for my allergy clinic each week?
WebRun opens Practice Fusion every Monday, finds allergy patients with patient-responsibility balances aged 30 days or more, drafts a polite reminder email for each patient in Gmail, and logs all balances to Google Sheets by aging bucket. No email is sent until a staff member reviews and approves it, keeping billing communication accurate and compliant.
- Outstanding balances are reviewed every Monday rather than discovered at month-end
- Staff spend minutes approving pre-drafted emails rather than writing them from scratch
- Balances over 90 days are flagged for supervisor review before they require collections
Built for allergy and immunology clinics · medical billing staff · practice managers
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
static.practicefusion.com/apps/ehrin a real browser with your saved login - no setup, no API keys. -
1
Practice Fusion - find patients with outstanding balances 30 days or older
practicefusion.com How to Automate Practice Fusion
WebRun opens Practice Fusion to find patients with outstanding balances 30 days or older. - Open Practice Fusion and navigate to patient billing and accounts receivable
- Filter for patient-responsibility balances aged 30 days or more
- Capture patient name, balance amount, days outstanding, and last payment date
- Exclude patients on active payment plans already being honored
Done when Every patient with an outstanding balance over 30 days is listed with their balance and aging detail.
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2
Google Sheets - log balance details and aging for tracking
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log balance details and aging for tracking. - Open the clinic's accounts receivable tracking Google Sheet
- Append or update each patient row with balance, aging bucket (30 to 60, 60 to 90, over 90 days), and today's date
- Flag balances over 90 days in a separate column for supervisor review
Done when All outstanding balances are logged in the Google Sheet with correct aging buckets.
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3
Gmail - draft balance reminder emails for staff review
gmail.com How to Automate Gmail
WebRun opens Gmail to draft balance reminder emails for staff review. - Draft a polite balance reminder email for each patient using the clinic's approved template voice
- Include the outstanding amount and a reference to setting up a payment plan if needed
- Leave every email as a draft in Gmail, unsent, for a staff member to review before sending
- Never send balance or billing information to a patient without staff approval
Done when One draft balance reminder email per patient is saved in Gmail awaiting staff review.
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 email patients about their balance without staff reviewing it first?
No. Every balance reminder draft sits in Gmail unsent until a staff member reviews and approves it. No billing communication leaves the practice automatically, protecting patient privacy and billing accuracy.
Does it contact patients who are on a payment plan?
No. WebRun excludes patients with an active, honored payment plan recorded in Practice Fusion. Only patients with no payment arrangement and a balance over 30 days appear in the queue.
What happens to balances over 90 days?
They are flagged separately in the Google Sheet and the Gmail draft is labeled for supervisor review, so the practice can decide whether to escalate, write off, or pursue collections before WebRun drafts anything further.
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