Automated Audiology Patient Balance Reminders
Every Monday, WebRun opens Sycle, identifies patients with outstanding balances past their due date, drafts a polite payment reminder for each, logs the balances in a Google Sheet, and leaves every draft in Gmail for staff review so no overdue balance goes without a follow-up.
How do I automatically send payment reminders to audiology patients with outstanding balances?
WebRun opens Sycle every Monday, finds patients with balances more than 14 days past due, and drafts a polite payment reminder for each. All drafts queue in Gmail for staff approval before sending, and large balances are flagged for priority review, so outstanding accounts are chased consistently each week.
- Overdue patient balances are chased every week without manual effort
- Staff review every message before it reaches a patient
- Large balances are flagged for priority billing team attention
Built for audiology clinics · hearing care practice managers · audiology billing staff · 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.sycle.netin a real browser with your saved login - no setup, no API keys. -
1
Sycle - find patients with overdue balances
sycle.net
WebRun opens Sycle to find patients with overdue balances. - Open Sycle and filter the patient ledger for outstanding balances that are 14 or more days past due
- Capture each patient's name, contact details, balance amount, and days overdue
- Skip patients already on a payment plan or whose balance is under review
Done when Every patient with an overdue balance is listed with the amount and days outstanding.
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2
Google Sheets - log balance chase list
google.com
WebRun opens Google Sheets to log balance chase list. - Append each patient to the balance chase tracking sheet
- Record the balance amount, days overdue, and reminder draft status
- Flag balances over a set threshold for priority review by the billing team
Done when The balance chase sheet is updated with all overdue patients and their balances.
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3
Gmail - draft payment reminders for review
gmail.com
WebRun opens Gmail to draft payment reminders for review. - Draft a polite, on-brand payment reminder for each patient referencing their balance and the original due date
- For larger balances, include a note inviting the patient to contact the practice to discuss payment options
- Leave every draft unsent in Gmail Drafts for staff to review and approve before sending
Done when Payment reminder 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 payment reminders to patients without staff approval?
No. Every reminder draft sits in Gmail Drafts until a staff member reviews and approves it. No patient receives a payment message automatically.
What if a patient is already on a payment plan?
WebRun checks Sycle for payment plan records and skips those patients automatically, so only genuinely overdue balances are included in the chase list.
Are large balances treated differently from small ones?
Yes. Balances over a threshold you define are flagged for priority review in the Google Sheet, and their Gmail drafts include a prompt inviting the patient to discuss options with the billing team.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.