Send Patients Appointment Reminders
Every evening, WebRun opens your practice-management system, pulls tomorrow's appointment list, drafts a personalised SMS reminder for each patient, and posts the batch to Slack so staff can review and fire them off with one click.
How can I automatically send appointment reminder SMS messages to patients?
Every evening, WebRun opens your practice-management system, pulls tomorrow's appointment list, drafts a personalised SMS reminder for each patient via Twilio, and posts the batch to Slack - staff review and fire them off with one click before any message reaches a patient.
- Every patient reminded the night before their appointment
- No-show rates reduced through consistent, personalised outreach
- Staff approve the full batch in one Slack review, not one by one
Built for medical practices · dental clinics · allied health providers · front desk staff
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
app.twilio.comin a real browser with your saved login - no setup, no API keys. -
1
Practice management - pull tomorrow's appointments
- Open the scheduler and filter to tomorrow's confirmed appointments
- Capture patient name, appointment time, provider, and mobile number for each slot
- Skip any patient whose reminder was already sent this week
Done when Every tomorrow's appointment has patient details and a mobile number ready.
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2
Twilio - draft SMS reminders
twilio.com
WebRun opens Twilio to draft SMS reminders. - Open Twilio Messaging and create a draft SMS for each patient using their name, date, and appointment time
- Keep the message under 160 characters and include the practice name and a cancellation number
- Stage each message in the Twilio draft queue - do not send yet
Done when A personalised SMS draft exists in Twilio for every appointment tomorrow.
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3
Slack - queue drafts for staff approval
slack.com
WebRun opens Slack to queue drafts for staff approval. - Post a summary to the front-desk Slack channel listing each draft with patient name and send time
- Include a note on how many messages are staged and a reminder to approve before 8 PM
Done when Staff have been notified of the pending batch and can approve or edit before sending.
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 text patients without anyone checking first?
No. Every message is drafted and staged - nothing is sent until a staff member reviews the batch in Slack and triggers the send. Patient-facing messages are always draft-not-do.
What if a patient has no mobile number on file?
WebRun flags those appointments separately in Slack so the front desk can call them directly or update the record.
Can we customise the reminder text?
Yes. Give WebRun a template with your practice name, tone, and any standard instructions (e.g. 'bring your insurance card') and it will use that for every message.
Related templates
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