Automated ASC Patient Balance Collection Reminders
Every Monday, WebRun opens HST Pathways, finds patient balances past due by 30 or more days, logs each account to a collections tracker in Google Sheets, and queues SMS drafts in Twilio for staff to review and send before any patient is contacted.
How can an ambulatory surgery center automate patient balance collection reminders?
Every Monday, WebRun pulls patient balances overdue by 30 or more days from HST Pathways, logs each account to a Google Sheets tracker with aging flags, and queues SMS drafts in Twilio for staff review. Accounts in collections or on payment plans are excluded, and no patient is contacted until staff approve each message.
- Overdue balances are identified and queued for outreach every Monday without manual searching
- Staff review SMS drafts before any patient contact, keeping communication compliant
- Accounts in external collections or on payment plans are never double-contacted
Built for ASC billing teams · patient financial counselors · ambulatory surgery center administrators
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
www.hstpathways.comin a real browser with your saved login - no setup, no API keys. -
1
HST Pathways - find overdue patient balances
hstpathways.com
WebRun opens HST Pathways to find overdue patient balances. - Open HST Pathways and navigate to patient account statements
- Filter for patient responsibility balances past due by 30 or more days
- Capture the account ID, balance amount, days overdue, and last contact date for each
- Exclude any accounts already in external collections or under payment plan
Done when All overdue patient balances are captured with amounts, aging, and exclusion flags.
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2
Google Sheets - log collections tracker
google.com
WebRun opens Google Sheets to log collections tracker. - Open the patient collections tracker sheet
- Add a row for each overdue account with balance, days past due, and outreach status
- Flag accounts over 90 days past due separately for escalation review
Done when Every overdue account is logged and aged-flagged in the tracker.
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3
Twilio - queue SMS drafts for staff review
twilio.com
WebRun opens Twilio to queue SMS drafts for staff review. - Queue a draft SMS for each overdue account with the balance amount and a payment link placeholder
- Hold every message in draft status for staff review before any message is dispatched
- Do not send any patient message without staff approval
Done when Draft SMS messages exist for every overdue account and are held for 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 WebRun send balance reminders to patients without staff approval?
No. All patient SMS messages are queued as drafts in Twilio and held for staff review. Nothing is sent to a patient until a staff member approves and dispatches each message.
What about accounts already in an external collections agency?
WebRun excludes accounts flagged as in external collections in HST Pathways, so your agency-managed accounts are never contacted through this workflow.
Can it handle patients on payment plans?
Yes. Accounts with active payment plans in HST Pathways are excluded from the overdue list, so only accounts with no active arrangement appear in the chase queue.
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