Automated ASC Post-Op Recall Reminders
Every morning, WebRun opens HST Pathways, identifies patients whose post-op recall is due in the next seven days, drafts a reminder for each in Gmail for staff to review and send, and logs every patient to the follow-up tracker in Google Sheets.
How do I automate post-op recall reminders for ambulatory surgery center patients?
WebRun opens HST Pathways every morning, finds patients whose post-op recall is due within seven days, drafts a personalized reminder in Gmail for each one, and logs every case to a Google Sheets tracker. All drafts wait for staff review before any message is sent to a patient.
- No post-op recall appointment falls through the cracks
- Staff start each day with a ready-to-review Gmail draft for every due patient
- All recall outreach is logged and timestamped in Google Sheets
Built for ASC clinical coordinators · post-op nursing staff · 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 patients due for recall
hstpathways.com
WebRun opens HST Pathways to find patients due for recall. - Open HST Pathways and navigate to the post-op recall or follow-up report
- Filter for patients whose recall date falls within the next seven days
- Capture each patient's name, procedure, surgeon, recall date, and contact details
- Skip patients who already have a follow-up appointment scheduled
Done when Every patient due for recall in the next seven days is captured with full contact and procedure details.
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2
Gmail - draft follow-up reminders for review
gmail.com
WebRun opens Gmail to draft follow-up reminders for review. - Draft a personalized recall reminder for each patient using the procedure and surgeon details
- Save every draft as unsent in the practice Gmail account for staff review
- Do not send any message without coordinator or clinical staff approval
Done when A draft reminder exists in Gmail for every due-recall patient, unsent and ready for staff review.
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3
Google Sheets - log outreach activity
google.com
WebRun opens Google Sheets to log outreach activity. - Open the post-op follow-up tracker sheet
- Add a row for each patient with their name, recall date, procedure, and draft status
- Mark the draft column so staff know the email is ready to review
Done when Every due-recall patient is logged in the tracker with draft status noted.
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 recall reminders to patients on its own?
No. All patient reminders are saved as Gmail drafts and left unsent for staff to review and approve before any message reaches a patient. No patient communication goes out automatically.
What if a patient already booked a follow-up appointment?
WebRun checks HST Pathways for existing scheduled appointments and skips any patient who already has a follow-up booked, so staff are not reminded to contact patients who are already scheduled.
Does it include protected health information in the drafts?
The drafts use only the minimum necessary details - patient name, procedure type, and recall date. No full medical records or diagnoses are included in the outreach text.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.