Automated Hearing Aid Clean-and-Check Recall
Every Monday, WebRun opens CounselEAR, finds patients whose last clean-and-check service was six or more months ago, drafts a personalized recall message for each, logs the list in a Google Sheet, and queues every draft in Gmail for staff review before any message reaches a patient.
How do I automatically recall audiology patients for their hearing aid clean-and-check?
WebRun opens CounselEAR every Monday, finds patients whose hearing aid clean-and-check service was six or more months ago, and drafts a personalized recall message for each. All drafts queue in Gmail for staff approval before sending, so every device gets its routine maintenance on schedule.
- No patient goes past six months without a clean-and-check recall
- Routine service appointments fill the schedule consistently
- Staff review every message before it reaches a patient
Built for audiology clinics · hearing aid dispensers · hearing care practices · CounselEAR users
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.counselear.comin a real browser with your saved login - no setup, no API keys. -
1
CounselEAR - find patients overdue for clean-and-check
counselear.com
WebRun opens CounselEAR to find patients overdue for clean-and-check. - Open CounselEAR and filter service records for patients whose last clean-and-check appointment was six or more months ago
- Capture each patient's name, contact details, device model, and last service date
- Skip patients who already have a clean-and-check appointment scheduled
Done when Every patient overdue for a clean-and-check is listed with their contact and device details.
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2
Google Sheets - log clean-and-check recall queue
google.com
WebRun opens Google Sheets to log clean-and-check recall queue. - Append each patient to the clean-and-check recall tracking sheet
- Record the last service date, device model, months overdue, and draft status
- Flag patients who are 12 or more months overdue for priority outreach
Done when The clean-and-check recall sheet is updated with all overdue patients.
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3
Gmail - draft recall messages for review
gmail.com
WebRun opens Gmail to draft recall messages for review. - Draft a friendly recall message for each patient mentioning the clean-and-check service and their device
- Explain the benefit of routine maintenance for performance and longevity
- Leave every draft unsent in Gmail Drafts for staff to review and approve before sending
Done when Clean-and-check recall drafts are in Gmail Drafts, ready for staff approval.
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 without staff approval?
No. Every draft sits in Gmail Drafts until a staff member reviews and approves it. Nothing is sent to a patient automatically.
How often is the clean-and-check recall triggered?
WebRun runs every Monday and flags patients whose last clean-and-check was six or more months ago, so the recall list is always fresh and no patient slips past the interval.
What if the patient already has a service appointment scheduled?
CounselEAR is checked for existing appointments, and patients with a scheduled clean-and-check are skipped automatically to avoid unnecessary outreach.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.