Automated DME Patient Balance Follow-Up
Every Monday, WebRun opens Brightree, pulls all open patient balances, segments them by aging bucket (30, 60, 90 or more days), drafts a personalized payment reminder for each patient in Gmail for staff review, and posts a balance aging summary to Slack so your billing team can prioritize collection activity for the week.
How do I automatically follow up on outstanding patient balances for DME services?
Every Monday, WebRun pulls open patient balances from Brightree, segments them by aging bucket, and drafts a personalized payment reminder in Gmail for each patient, with tone adjusted by how long the balance has been outstanding. Your billing team reviews every draft before it is sent, and receives a Slack summary of total AR and this week's collection priorities.
- No patient balance ages past 90 days without a reviewed reminder being sent
- Staff approve every patient-facing message before it leaves the inbox
- Billing team has a weekly AR priority list ready Monday morning
Built for DME billing teams · HME revenue cycle managers · patient accounts staff · durable medical equipment suppliers
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.brightree.comin a real browser with your saved login - no setup, no API keys. -
1
Brightree - pull open patient balances by aging bucket
brightree.com
WebRun opens Brightree to pull open patient balances by aging bucket. - Open Brightree and run the patient accounts receivable aging report
- Capture patient name, balance amount, oldest charge date, and payer for each open balance
- Segment by aging bucket: current, 30 to 60 days, 61 to 90 days, and over 90 days
Done when Every open patient balance is captured with aging bucket and amount.
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2
Gmail - draft a payment reminder for each patient
gmail.com
WebRun opens Gmail to draft a payment reminder for each patient. - Draft a polite, on-brand payment reminder for each patient, naming the balance amount and how to pay
- Use a softer tone for balances under 60 days and a firmer but professional tone for balances over 90 days
- Save each as a Gmail draft for a staff member to review and approve before sending
Done when A reviewed draft reminder exists in Gmail for every patient with an open balance.
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3
Slack - post aging summary and collection priorities for the week
slack.com
WebRun opens Slack to post aging summary and collection priorities for the week. - Post a weekly balance aging summary to the billing channel: total AR, count by bucket, and largest open accounts
- Flag balances over 90 days as priority for your collection team this week
Done when The billing team has this week's patient AR summary and collection priorities 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 send payment reminders to patients without staff approval?
No. Every reminder is saved as a Gmail draft. A staff member must review and approve each message before it is sent, which is especially important given patient privacy requirements.
Does it adjust the tone based on how long the balance has been outstanding?
Yes. Balances under 60 days receive a softer, friendly reminder, while balances over 90 days get a firmer but still professional message, all prepared as drafts for staff review.
What if a patient has already set up a payment plan?
It reads the live balance and account status from Brightree each run, so patients with a payment plan on file or a zero balance are excluded automatically.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.