Automated Chiropractic New Patient Intake Forms
When a new patient is added to Jane, WebRun drafts a personalised welcome email with their intake form link, queues it in Gmail for staff to review and send, and posts a Slack notification so the team knows a new patient is coming.
How do I automatically send intake forms to new chiropractic patients before their first visit?
When a new patient books in Jane, WebRun immediately drafts a personalised welcome email with intake form links in Gmail for staff to review and send. A Slack alert notifies the team so no new patient slips through. Staff approve and dispatch the intake package in one click, and patients arrive prepared.
- Every new patient receives their intake forms before the first visit without manual effort
- Staff approve and send each welcome message in one click instead of drafting from scratch
- No new patient booking goes unnoticed thanks to instant Slack alerts
Built for chiropractic clinics · chiropractic front desk staff · new patient coordinators
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
jane.appin a real browser with your saved login - no setup, no API keys. -
1
Jane - detect new patient booking
jane.app
WebRun opens Jane to detect new patient booking. - Detect when a new patient profile is created in Jane
- Capture the patient name, appointment date, appointment type, and contact email
- Confirm the patient is flagged as a new patient, not an existing returning patient
Done when New patient details and appointment information are captured from Jane.
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2
Gmail - draft welcome message with intake form link
gmail.com
WebRun opens Gmail to draft welcome message with intake form link. - Draft a warm welcome email addressed to the new patient by name
- Include a link to the practice intake forms and health history questionnaire
- Note the appointment date, time, and any preparation instructions
- Leave the draft unsent in Gmail for staff to review and approve before sending
- Never send the message to the patient without staff sign-off
Done when A welcome email draft with intake form link is ready in Gmail, pending staff approval.
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3
Slack - notify team of incoming new patient
slack.com
WebRun opens Slack to notify team of incoming new patient. - Post a new patient alert to the clinic Slack channel
- Include the patient name, appointment date, and a note that the intake draft is ready in Gmail
Done when Staff are notified in Slack and know the intake draft is waiting for their review.
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 the intake email to the patient automatically?
No. The welcome email is saved as a Gmail draft and held until a staff member reviews and approves it. No message is sent to the patient without human sign-off.
What forms does it include in the welcome email?
Staff configure the intake form links once during setup. WebRun inserts those links into every new patient draft, so the right forms are included without any manual effort.
What if the new patient books online outside of business hours?
WebRun runs on every new patient addition regardless of time. The draft is ready in Gmail the moment a staff member starts their shift, so no new patient is missed.
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