Automated Audiology Lapsed Patient Reactivation
Every month, WebRun opens CounselEAR, identifies patients who have not had an audiology visit in 13 or more months and have no future appointment scheduled, drafts a warm reactivation message for each, logs the list in a Google Sheet, and queues every draft in Gmail for staff review before any message is sent.
How do I automatically reactivate lapsed patients at my audiology practice?
WebRun opens CounselEAR each month, finds patients who have not visited in 13 or more months and have no future appointment, and drafts a warm, personal reactivation message for each. All drafts queue in Gmail for staff approval before sending, so lapsed patients get a timely personal reach-out before they seek care elsewhere.
- Lapsed patients are systematically contacted before they seek care elsewhere
- Staff review and approve every message before it reaches the patient
- Patients inactive for two or more years are flagged for priority personal outreach
Built for audiology clinics · hearing care practice managers · CounselEAR users · ENT offices
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 lapsed patients with no recent visit
counselear.com
WebRun opens CounselEAR to find lapsed patients with no recent visit. - Open CounselEAR and filter the patient list for those whose last audiology visit was 13 or more months ago
- Capture each patient's name, contact details, last visit date, device type if applicable, and original provider
- Skip patients who are marked inactive, deceased, or who have a future appointment already booked
Done when Every lapsed patient without a future appointment is listed with their contact and visit details.
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2
Google Sheets - log reactivation outreach queue
google.com
WebRun opens Google Sheets to log reactivation outreach queue. - Append each lapsed patient to the reactivation outreach tracking sheet
- Record the last visit date, months lapsed, device on record, and draft status
- Flag patients who are two or more years lapsed for priority or personalized outreach
Done when The reactivation sheet is updated with all newly identified lapsed patients.
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3
Gmail - draft reactivation messages for review
gmail.com
WebRun opens Gmail to draft reactivation messages for review. - Draft a warm, personal reactivation message for each patient referencing the time since their last visit
- Mention any relevant services such as a hearing check, device update, or annual evaluation
- Leave every draft unsent in Gmail Drafts for staff to review and approve before sending
Done when Reactivation 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 contact lapsed patients without staff approval?
No. Every reactivation draft sits in Gmail Drafts until a staff member reviews and approves it. No patient is contacted automatically.
How far back does it look for lapsed patients?
WebRun flags patients whose last visit was 13 or more months ago and who have no future appointment, giving the practice a consistent monthly view of who needs a reactivation nudge.
What if a patient has asked not to be contacted?
Patients marked as inactive or opted out in CounselEAR are skipped automatically. Staff can also review and remove any individual draft before approving the send.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.