Automated CharmHealth Patient Balance Reminder Drafts
Every Monday, WebRun opens CharmHealth, identifies patients with account balances overdue by 30 days or more, drafts a polite payment reminder email for each, saves the drafts in Gmail for billing staff to review, and posts a summary to Slack listing who needs follow-up so nothing is overlooked.
How can I automatically draft patient balance reminders for my ENT clinic?
WebRun opens CharmHealth every Monday, finds patients with balances overdue by 30 days or more, and saves a polite payment reminder draft in Gmail for each one. A Slack message alerts your billing team to review the drafts, ensuring no reminder is sent to a patient before staff have signed off.
- Billing staff start each week with a ready-to-review reminder queue
- No overdue patient balance goes un-chased
- Payment plan patients are automatically excluded from reminders
Built for ENT billing teams · otolaryngology practice managers · medical billing staff · ENT clinic administrators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.charmhealth.comin a real browser with your saved login - no setup, no API keys. -
1
CharmHealth - find patients with balances overdue 30 days or more
charmhealth.com
WebRun opens CharmHealth to find patients with balances overdue 30 days or more. - Open CharmHealth and navigate to the patient balance report
- Filter to accounts with a patient-responsibility balance overdue by 30 days or more
- Capture the patient name, balance amount, original service date, and email address for each
- Skip accounts currently on a payment plan in good standing
Done when All patients with a balance 30 or more days overdue are listed with their balance details.
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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 email for each patient listing the balance amount and how to pay
- Save each draft without sending so billing staff can review the content and patient details
- Flag drafts for patients with balances over a set threshold for priority review
Done when A reviewed draft is ready in Gmail for every overdue patient balance.
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3
Slack - notify billing staff to review and send the drafts
slack.com
WebRun opens Slack to notify billing staff to review and send the drafts. - Post a weekly summary to the billing Slack channel listing the number of drafts created and the total overdue amount
- Remind staff that all drafts must be reviewed before sending, especially for balances above the threshold
Done when Billing staff are alerted in Slack and can open Gmail to review and send the drafts.
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 reminder emails to patients automatically?
No. WebRun saves every reminder as a Gmail draft and alerts billing staff in Slack to review them. No email is sent to any patient until a staff member opens the draft and confirms it is correct, ensuring patient billing information is handled with proper oversight.
Does it contact patients who are already on a payment plan?
No. It reads the payment plan status in CharmHealth and skips any account that has an active plan in good standing, so patients making regular payments are not reminded unnecessarily.
What does the reminder email say?
WebRun drafts a short, polite note stating the balance amount, the original service date, and how to pay. Give it your clinic's preferred tone or a sample email and it will match your voice.
Related templates
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