Automated CharmHealth New Patient Intake Routing
Every morning, WebRun opens CharmHealth, finds new patient appointments scheduled for the next 7 days, reads the reason for visit on each, routes each patient to the appropriate provider and intake checklist in Airtable, and posts a Slack digest so your care coordination team knows exactly which new patients are coming and what each one needs before they arrive.
How can I automatically route new ENT patients to the right provider and intake workflow?
WebRun scans CharmHealth every morning for new patient appointments in the next 7 days, reads each reason for visit, and routes the patient to the correct provider and intake checklist in Airtable. A Slack digest alerts your care coordination team to who is coming and what each patient needs before their first visit.
- Every new patient is routed to the right provider and intake checklist before their first visit
- Care coordination starts each day with a full view of incoming new patients
- No new patient arrives without the correct intake preparation
Built for ENT care coordinators · ENT front-desk teams · otolaryngology practice managers · 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 - identify new patient appointments in the next 7 days
charmhealth.com
WebRun opens CharmHealth to identify new patient appointments in the next 7 days. - Open CharmHealth and filter the appointment list to new patient visits scheduled in the next 7 days
- Read the reason for visit and referring source for each new patient appointment
- Identify the appropriate provider based on visit type, such as audiology, sinus, allergy, or general ENT
- Note any special requirements such as interpreter requests or specific diagnostic prep
Done when All new patient appointments in the next 7 days are listed with reason for visit and routing details.
-
2
Airtable - route each patient to the correct intake checklist and provider
airtable.com
WebRun opens Airtable to route each patient to the correct intake checklist and provider. - Add each new patient to the intake routing tracker in Airtable with their appointment date, provider, and reason for visit
- Assign the correct intake checklist template based on visit type
- Flag any patients whose reason for visit suggests they may need a specific setup or extra appointment time
Done when Every new patient has an intake record and checklist assigned in Airtable.
-
3
Slack - notify care coordination of new patients and their intake status
slack.com
WebRun opens Slack to notify care coordination of new patients and their intake status. - Post a daily digest to the care coordination Slack channel listing new patients scheduled this week
- Group entries by provider and visit type for easy review
- Highlight any patients flagged for special intake needs or same-week appointments
Done when Care coordination has the new patient digest in Slack and can begin intake preparation.
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
Does it send anything to new patients automatically?
No. WebRun handles the internal routing and intake preparation in Airtable and alerts your team in Slack. Any outreach to new patients, such as welcome messages or intake form links, is initiated by staff after reviewing the digest.
How does it decide which provider to route a new patient to?
It reads the reason for visit in CharmHealth and applies routing rules you configure, such as audiology visits going to the audiologist and sinus complaints going to the ENT surgeon, so routing is consistent without manual review.
What if a new patient's visit type does not match an existing intake checklist?
WebRun flags the entry in Airtable as Needs Manual Routing and includes it in the Slack digest so a team member can assign the correct checklist before the appointment.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.