Glooko Automated DSMES Class Scheduling
Every Monday, WebRun opens Glooko to find patients flagged as due for DSMES, checks Google Calendar for the next class dates and remaining open seats, and drafts a personalized class invite email in Gmail for each eligible patient, ready for the coordinator to send.
How can I automatically fill open seats in my DSMES classes?
Every Monday, WebRun finds patients flagged as due for diabetes self-management education in Glooko, checks Google Calendar for the next class dates and how many seats remain, and drafts a personalized invite in Gmail for each eligible patient. The DSMES coordinator reviews and sends every draft, so classes fill without anyone chasing a roster by hand.
- Every open class seat gets matched to an eligible patient each week
- Coordinators review a ready-to-send invite instead of writing one from scratch
- Patients who already completed DSMES are skipped automatically
Built for DSMES coordinators · CDCES diabetes educators · diabetes education program managers · endocrinology clinics
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
my.glooko.com/users/sign_inin a real browser with your saved login - no setup, no API keys. -
1
Glooko - find patients due for DSMES
glooko.com
WebRun opens Glooko to find patients due for DSMES. - Open Glooko and list patients flagged as due for diabetes self-management education
- Capture each patient's diagnosis date, referral status, and preferred contact
- Skip patients already enrolled in or having completed a class in the past 12 months
Done when Every patient due for DSMES is listed with their referral details.
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2
Google Calendar - check upcoming class dates and open seats
calendar.google.com
WebRun opens Google Calendar to check upcoming class dates and open seats. - Open Google Calendar and list the next 3 scheduled DSMES class sessions
- Note the date, time, format, and remaining open seats for each
- Match eligible patients to the soonest class with an open seat
Done when Every eligible patient is matched to a specific upcoming class with room available.
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3
Gmail - draft a class invite for each eligible patient
gmail.com
WebRun opens Gmail to draft a class invite for each eligible patient. - Draft a personalized invite for each matched patient with the class date, time, and format
- Include how to confirm a seat and what to bring
- Leave every invite as a draft for the DSMES coordinator to review and send
Done when A ready-to-send class invite draft exists for every eligible patient.
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 email patients about class without approval?
No. Every invite is left as a Gmail draft. The DSMES coordinator reviews and sends each one, so no patient gets an email WebRun sent on its own.
How does it pick which class to invite someone to?
It checks Google Calendar for the next scheduled sessions and their remaining open seats, then matches each eligible patient to the soonest class that still has room.
What about patients who already completed DSMES?
It reads each patient's referral and completion status in Glooko, so anyone who has completed a class in the past 12 months is skipped automatically.
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