Glooko Automated Retinopathy Referral Tracking
Every Monday, WebRun opens Glooko to find patients with an open diabetic retinopathy referral who have not yet completed their eye exam, checks Gmail for any result letters back from the ophthalmology office, and posts a worklist to Slack so the care coordinator can close each loop before the referral goes stale.
How can I automatically track which diabetic retinopathy referrals are still open?
Every Monday, WebRun checks Glooko for patients with an open diabetic retinopathy referral and no completed exam, then checks Gmail for any result letters already back from the ophthalmology office. It posts a worklist to Slack ranked by referral age so the care coordinator can follow up and close each loop before the referral window lapses.
- Every open retinopathy referral is visible to the coordinator each Monday
- Referrals over 60 days old are prioritized at the top of the list
- Referrals with a result already back in Gmail are matched and closed automatically
Built for diabetes care coordinators · CDCES diabetes educators · endocrinology clinics · ophthalmology referral teams
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 open retinopathy referrals without a completed exam
glooko.com
WebRun opens Glooko to find open retinopathy referrals without a completed exam. - Open Glooko and list patients with a diabetic retinopathy referral placed in the past 90 days
- Identify which referred patients have no completed eye exam on record
- Flag referrals placed more than 60 days ago as overdue
Done when Every open retinopathy referral without a completed exam is listed with its referral date.
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2
Gmail - check for results back from the eye specialist
gmail.com
WebRun opens Gmail to check for results back from the eye specialist. - Search the inbox for result letters or faxes from the referred ophthalmology office
- Match any result found to the patient's open referral
- Note which referrals still have no result on file
Done when Every open referral is checked against the inbox for a matching result.
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3
Slack - post the referral worklist to the care coordinator
slack.com
WebRun opens Slack to post the referral worklist to the care coordinator. - Post the list of still-open referrals to the care coordinator channel, overdue ones first
- Include the referring provider and days since referral for each
- Leave outreach to the eye specialist's office or the patient for staff to handle
Done when The care coordinator has this week's open retinopathy referral list in Slack.
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 the eye specialist or the patient automatically?
No. WebRun only checks Gmail for results already received and posts an internal worklist to Slack. Any outreach to the specialist's office or the patient is made by your care coordinator.
How far back does it look for referrals?
It checks referrals placed in the past 90 days by default and flags anything over 60 days old as overdue, so the list stays focused on referrals that are still realistically actionable.
What if the patient had the exam done somewhere not on this list?
If the result has not reached Gmail or been recorded in Glooko, the patient still shows as open. The coordinator can confirm the exam, log it, and the patient drops off the next run.
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