Automated CharmHealth Hearing Aid Trial Follow-Up
Every morning, WebRun opens CharmHealth, finds patients whose hearing aid trial period is within 7 days of expiring, logs them to an Airtable tracker with trial end date and device details, and posts a Slack alert so staff can draft follow-up outreach and capture the conversion or return decision before the window closes.
How can I automatically track hearing aid trial patients and follow up before the trial ends?
WebRun opens CharmHealth every morning to find patients whose hearing aid trial expires within 7 days, logs each to an Airtable tracker with device and date details, and posts a Slack alert to your audiology team. Staff review the list and initiate follow-up conversations to capture conversion or return decisions before the trial window closes.
- Every hearing aid trial expiry is flagged 7 days in advance
- Airtable keeps a live view of all active and expiring trials
- No trial window closes without a staff follow-up opportunity
Built for ENT audiology clinics · hearing care specialists · audiologists · ENT practice managers
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 - identify patients with expiring hearing aid trials
charmhealth.com
WebRun opens CharmHealth to identify patients with expiring hearing aid trials. - Open CharmHealth and locate patients with an active hearing aid trial documented in their record
- Identify which trials expire within the next 7 days
- Capture the patient name, trial start date, trial end date, device model, and audiologist for each
Done when All patients with a trial expiring in the next 7 days are identified with their device details.
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2
Airtable - log trial details and track conversion status
airtable.com
WebRun opens Airtable to log trial details and track conversion status. - Add or update each expiring trial in the hearing aid trial tracker in Airtable
- Record the trial end date, device model, and days remaining
- Mark new entries as Needs Follow-Up and update the status of previously flagged patients
Done when The Airtable tracker reflects all active and expiring trials with current status.
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3
Slack - alert staff to trials expiring this week
slack.com
WebRun opens Slack to alert staff to trials expiring this week. - Post a daily alert to the audiology Slack channel listing patients whose trials expire within 7 days
- Include the patient name, device model, days remaining, and the responsible audiologist
- Note that all follow-up messages to patients must be reviewed and sent by staff, not automatically dispatched
Done when Staff have the expiring trial list in Slack and can schedule follow-up outreach.
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 patients about their trial expiry automatically?
No. WebRun flags expiring trials and posts the list to Slack for your audiology staff to act on. All patient messages are drafted and sent by your team, not dispatched automatically, since patient outreach must be approved before it goes out.
How does it know which patients are in a trial?
It reads the hearing aid trial dates and device details documented in each patient's CharmHealth record, so the list reflects only patients with an active, documented trial.
What happens after a patient converts or returns the device?
Staff can update the Airtable status to Converted or Returned, and WebRun will skip those patients on subsequent runs so only open trials appear in the daily alert.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.