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Automated Hearing Aid Battery Reorder Reminders

Every Monday, WebRun opens Sycle, identifies patients whose last battery or hearing aid supply purchase suggests they are running low, drafts a reorder reminder for each, logs the outreach in a Google Sheet, and leaves every draft in Gmail for staff review before any message goes out.

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Runs on WebRun · Strict Lockdown policy
Every Monday at 8:00 AM WebRunorchestrates each step
1 Sycle find patients due for supply reorder
2 Google Sheets log reorder outreach queue
3 Gmail draft reorder reminders for review
In short

How do I automatically remind audiology patients to reorder batteries and supplies?

WebRun checks Sycle every Monday, identifies patients whose battery or hearing aid supply purchase history suggests they are running low, and drafts a personalized reorder reminder for each. All drafts queue in Gmail for staff approval before sending, so patients stay stocked without manual follow-up.

  • Patients stay stocked and avoid running out of batteries
  • Practice revenue from supply sales increases with consistent reminders
  • Staff review every message before it reaches a patient

Built for audiology clinics · hearing aid dispensers · hearing care practices · ENT offices

Step by step

What does WebRun do on every run?

The exact actions WebRun takes, in order - in plain language, so you can adjust anything.

  1. WebRun signs in and gets to work

    Opens www.sycle.net in a real browser with your saved login - no setup, no API keys.

  2. 1
    Sycle - find patients due for supply reorder
    sycle.net
    WebRun in Sycle: find patients due for supply reorder
    WebRun opens Sycle to find patients due for supply reorder.
    • Open Sycle and filter the supplies or dispensing history for patients whose last battery or accessory purchase was 30 or more days ago
    • Capture each patient's name, contact details, device type, and last purchase date
    • Skip patients who have a pending supply order or a recent purchase within the past two weeks

    Done when Every patient likely due for a battery or supply reorder is listed with their contact details.

  3. 2
    Google Sheets - log reorder outreach queue
    google.com
    WebRun in Google Sheets: log reorder outreach queue
    WebRun opens Google Sheets to log reorder outreach queue.
    • Append each patient to the supply reorder tracking sheet
    • Record the last purchase date, device type, and reminder draft status
    • Flag duplicates from prior runs to avoid repeat outreach to the same patient

    Done when The reorder sheet is current with all patients due for supply reminders this week.

  4. 3
    Gmail - draft reorder reminders for review
    gmail.com
    WebRun in Gmail: draft reorder reminders for review
    WebRun opens Gmail to draft reorder reminders for review.
    • Draft a friendly reorder reminder for each patient mentioning their device type and the supply they likely need
    • Include a call to action to contact the practice or visit the online store
    • Leave all drafts unsent in Gmail Drafts for staff to review and approve before sending

    Done when Reorder reminder drafts are in Gmail Drafts, ready for staff review.

Run settings

How is each run configured?

Starting pageWhere Chrome opens at the start of each run
www.sycle.net
ScheduleRuns automatically on this cadence
Every Monday at 8:00 AM
DeliveryHow each run's result reaches you
Reorder queue · Google Sheets
OutputWhat each run produces - A Google Sheets reorder queue and Gmail drafts for each patient due for battery or supply reminders, awaiting staff approval.
Text
Setup & safety

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.

Your credentials stay in your own private environment - WebRun never stores your passwords.
Strict Lockdown

Every action is checked against this policy before it runs.

Domains ALLOWLIST
Typed input ALLOW
Shell command BLOCK
File uploads BLOCK
Runs in a contained environment More on policies
Good to know

Questions, answered

Will it message patients without staff approval?

No. Every reminder draft sits in Gmail Drafts until a staff member reviews and sends it. No patient receives a message automatically.

How does it know when a patient needs a reorder?

WebRun reads the dispensing and supply purchase history in Sycle, flagging patients whose last purchase was 30 or more days ago based on typical battery life for their device type.

What if a patient already placed a supply order this week?

WebRun checks for recent purchases in Sycle before adding anyone to the queue, so patients who ordered recently are skipped automatically.

Keep going

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Automated Hearing Aid Clean-and-Check Recall
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Automated Audiology Daily Schedule Digest
Every morning before the clinic opens, WebRun pulls today's audiology schedule from Sycle, summarizes each appointment with patient notes and device details, and posts the digest to Slack for the clinical team.
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