Automated Clinical Trial Care Gap Outreach Drafts
Every Monday, WebRun opens RealTime-CTMS, finds enrolled subjects who are overdue on a protocol-required assessment or procedure, drafts a coordinator-approved outreach email for each subject in Gmail, and logs every care gap in Google Sheets for follow-up tracking.
How do I automatically identify and draft outreach for subjects with clinical trial protocol assessment gaps?
WebRun reviews RealTime-CTMS every Monday for enrolled subjects who are more than 7 days overdue on a protocol-required assessment, drafts a coordinator-approved outreach email for each in Gmail, and logs every gap in Google Sheets with priority flagging for cases over 21 days. No subject is contacted without coordinator sign-off.
- Protocol assessment gaps identified and drafted for outreach within hours of Monday opening
- High-priority gaps over 21 days flagged separately for immediate coordinator action
- No subject is contacted without coordinator approval, protecting protocol integrity
Built for clinical research coordinators · study coordinators · research site managers · principal investigators
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
realtime-ctms.com/loginin a real browser with your saved login - no setup, no API keys. -
1
RealTime-CTMS - find subjects overdue on protocol-required assessments
realtime-ctms.com
WebRun opens RealTime-CTMS to find subjects overdue on protocol-required assessments. - Open RealTime-CTMS and review the visit and assessment schedule for all enrolled subjects
- Identify subjects who are overdue on a required protocol assessment by more than 7 days
- Capture the subject ID, study, assessment type, original due date, and days overdue
Done when Every enrolled subject with an overdue protocol assessment is listed with the gap details.
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2
Gmail - draft outreach email for coordinator review
gmail.com
WebRun opens Gmail to draft outreach email for coordinator review. - Draft a warm, study-appropriate outreach email for each overdue subject
- Include the assessment type and offer to help the subject schedule the missed procedure
- Leave every draft unsent for coordinator review. Do not send to the subject without coordinator approval
Done when A draft outreach email is ready in Gmail for every subject with a care gap, awaiting coordinator approval.
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3
Google Sheets - log each care gap and draft status
google.com
WebRun opens Google Sheets to log each care gap and draft status. - Open the Care Gap Log in Google Sheets
- Append a row for each gap with subject ID, study, assessment type, days overdue, and draft status
- Flag gaps overdue by more than 21 days as high priority
Done when The care gap log is updated with every overdue assessment and draft status for the week.
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 subjects about missed assessments automatically?
No. Every outreach email is left in Gmail as a draft for the coordinator to review and send. Subject contact is never initiated without human approval.
How does it know which assessments are required by the protocol?
It reads the visit and assessment schedule stored in RealTime-CTMS for each study and compares it to each subject's completed visits to identify gaps.
What if the missed assessment was already rescheduled?
Subjects with a future visit already booked for the overdue assessment in RealTime-CTMS are excluded from the gap list automatically each Monday.
Related templates
Put this on autopilot.
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