Automated Hearing Aid Fitting Follow-Up
Every morning, WebRun checks Blueprint OMS for hearing aid fittings completed in the past two to five days, drafts a personal follow-up message for each patient asking about comfort and performance, logs the outreach in a Google Sheet, and queues every draft in Gmail for staff review before sending.
How do I automatically follow up with patients after a hearing aid fitting?
WebRun checks Blueprint OMS each morning for hearing aid fittings completed two to five days ago, then drafts a personal follow-up message for each patient asking about comfort and device performance. All drafts queue in Gmail for staff approval before sending, so no fitting goes without a timely check-in.
- Every fitting gets a personal follow-up within the first week
- Adjustment needs are caught early before patients disengage
- Staff review every message before it reaches a patient
Built for audiology clinics · hearing aid dispensers · ENT audiology practices · hearing care professionals
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.blueprintsolutions.comin a real browser with your saved login - no setup, no API keys. -
1
Blueprint OMS - find recent hearing aid fittings
blueprintsolutions.com
WebRun opens Blueprint OMS to find recent hearing aid fittings. - Open Blueprint OMS and filter completed appointments to hearing aid fittings from the past two to five days
- Capture each patient's name, contact details, device model, and fitting date
- Skip patients who already have a follow-up appointment booked
Done when Every recent fitting is listed with the patient's contact details and device information.
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2
Google Sheets - log follow-up queue
google.com
WebRun opens Google Sheets to log follow-up queue. - Append each patient to the fitting follow-up tracking sheet
- Record the fitting date, device model, and follow-up draft status
- Flag any duplicates from prior runs to avoid repeat outreach
Done when The follow-up sheet is updated with all recent fittings pending outreach.
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3
Gmail - draft follow-up messages for review
gmail.com
WebRun opens Gmail to draft follow-up messages for review. - Draft a warm follow-up message for each patient referencing their fitting date and device
- Ask about comfort, sound quality, and whether they have any questions
- Leave every draft unsent in Gmail Drafts for staff to review and approve before sending
Done when Personalized follow-up drafts are ready in Gmail Drafts, awaiting 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 contact patients without staff approval?
No. Every follow-up draft sits in Gmail Drafts until a staff member reviews and approves it. Nothing reaches the patient without a human in the loop.
How soon after the fitting does it trigger a follow-up?
WebRun targets fittings completed two to five days ago, giving patients time to wear the device before being contacted, so feedback is meaningful.
What if the patient already scheduled a follow-up appointment?
Blueprint OMS is checked for existing follow-up bookings, and patients who already have an appointment are skipped automatically.
Related templates
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