Automated Audiology Annual Recall Reminders
Every morning, WebRun opens Sycle, finds patients whose last hearing test was 11 or more months ago, drafts a personalized recall message for each, and adds them to a Google Sheet review queue so staff can approve before any message goes out.
How do I automatically recall patients for their annual hearing test?
WebRun opens Sycle each morning, finds patients whose annual hearing test is 11 or more months overdue, and drafts a personalized recall message for each. All drafts queue in Gmail for staff approval before sending, keeping patient outreach timely, compliant, and under your control.
- No overdue annual-test patient slips through uncontacted
- Staff review every message before it reaches the patient
- Recall list updates automatically each morning from live Sycle data
Built for audiology clinics · hearing care practices · ENT offices · audiology 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
www.sycle.netin a real browser with your saved login - no setup, no API keys. -
1
Sycle - find patients overdue for annual test
sycle.net
WebRun opens Sycle to find patients overdue for annual test. - Open Sycle and filter the patient list to those whose last hearing evaluation was 11 or more months ago
- Capture each patient's name, contact details, last visit date, and provider
- Skip patients with a future appointment already scheduled
Done when Every overdue annual-test patient is listed with their contact details and last visit date.
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2
Google Sheets - log recall queue for staff review
google.com
WebRun opens Google Sheets to log recall queue for staff review. - Append each overdue patient as a new row in the recall tracking sheet
- Include columns for patient name, last visit date, days overdue, and draft status
- Mark any patients already on the sheet to avoid duplicate entries
Done when The recall sheet is updated with all newly overdue patients and their details.
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3
Gmail - draft recall messages for approval
gmail.com
WebRun opens Gmail to draft recall messages for approval. - Draft a personalized recall message for each patient using their name and last visit date
- Leave every draft unsent in the Gmail Drafts folder for staff to review and approve
- Do not send any message without explicit staff approval
Done when Personalized recall drafts are waiting in Gmail Drafts 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 it send recall messages to patients automatically?
No. WebRun drafts every message and leaves it unsent in Gmail Drafts. A staff member reviews and approves each one before anything reaches the patient.
How does it know who is overdue for their annual test?
It reads each patient's last hearing evaluation date directly from Sycle and flags anyone whose test was 11 or more months ago, skipping patients with future appointments already booked.
What if a patient already scheduled their own appointment?
WebRun checks for future scheduled appointments in Sycle before adding anyone to the recall list, so patients who already booked are skipped automatically.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.