Automated Dermatology New Patient Intake Forms
When a new patient is added to ModMed with an upcoming appointment, WebRun drafts a personalized text and email with a link to the practice's intake forms, posts the draft to Slack for front-desk review, and stages it for approval before any message is sent to the patient.
How do I automatically send intake forms to new dermatology patients before their appointment?
When a new patient is added to ModMed with an upcoming appointment, WebRun drafts a personalized welcome message via Twilio with a link to the practice's intake forms and posts it to Slack for front-desk approval. Nothing reaches the patient until staff review and approve the draft, ensuring every new patient arrives prepared without unsupervised outreach.
- Every new patient receives an intake form invitation before their first visit
- Staff review and approve each message before it is sent
- Patients who already have forms on file are excluded automatically
Built for dermatology practices · front-desk staff · new patient coordinators · practice managers
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.modmed.comin a real browser with your saved login - no setup, no API keys. -
1
ModMed - detect new patient appointment
modmed.com
WebRun opens ModMed to detect new patient appointment. - Monitor ModMed for new patient records with an upcoming appointment
- Capture the patient's name, appointment date, and preferred contact method
- Confirm the patient does not already have completed intake forms on file
Done when Every new patient with a future appointment and no intake forms on file is identified.
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2
Twilio - draft intake form message
twilio.com
WebRun opens Twilio to draft intake form message. - Draft a welcome SMS for the new patient including their appointment date and a link to the intake form portal
- Draft a matching welcome email with the same information and form link
- Stage both messages but leave unsent for staff review
Done when Intake form invitation drafts are staged for every qualifying new patient.
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3
Slack - queue for staff approval
slack.com
WebRun opens Slack to queue for staff approval. - Post a Slack notification to the front-desk channel listing the new patient and their appointment date
- Provide a link to the staged message for staff to review and approve before sending
- Note if the patient has any special instructions recorded in ModMed
Done when Staff have been notified and can approve the intake form invitation before it is sent.
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 messages to new patients without staff approval?
No. Every intake invitation is drafted and staged for review. Staff must approve each message before it is sent to the patient.
What if the patient has already submitted intake forms?
WebRun checks ModMed for existing intake forms before staging a message, so patients who have already completed them are excluded.
Can the message include the practice's own intake form link?
Yes. You configure the intake form portal URL in WebRun once and it is included in every draft message automatically.
Related templates
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