Make sure every ENT procedure patient gets their post-procedure follow-up on time
Every morning, WebRun opens CharmHealth, identifies patients who underwent an ENT procedure in the past 7 days and have no post-procedure follow-up appointment booked, logs each to an Airtable tracker, drafts a follow-up reminder email in Gmail for staff to review, and ensures no post-procedure patient falls through the care gap.
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How can I automatically follow up with ENT patients after a procedure?
WebRun opens CharmHealth every morning, finds patients who had an ENT procedure in the past 7 days with no follow-up appointment booked, logs them to an Airtable tracker, and saves a follow-up reminder draft in Gmail. Staff review each draft before it goes out, ensuring every post-procedure patient gets a timely, human-approved outreach.
- Every procedure patient is flagged if no follow-up is booked within 7 days
- Staff receive ready-to-review Gmail drafts each morning
- Post-procedure care gaps are caught before they become complaints
Built for ENT surgeons · ENT clinic care coordinators · otolaryngology practices · ENT post-op nursing 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
www.charmhealth.comin a real browser with your saved login - no setup, no API keys. -
1
CharmHealth - identify procedure patients without a follow-up booked
charmhealth.com How to Automate CharmHealth
WebRun opens CharmHealth to identify procedure patients without a follow-up booked. - Open CharmHealth and filter to patients with a completed procedure visit in the past 7 days
- Check whether each patient has a follow-up appointment scheduled within the recommended window
- Flag patients with no follow-up booked and capture the patient name, procedure type, procedure date, and provider
- Skip patients who already have a follow-up appointment confirmed
Done when All procedure patients without a booked follow-up are identified and listed.
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2
Airtable - log and track post-procedure follow-up status
airtable.com How to Automate Airtable
WebRun opens Airtable to log and track post-procedure follow-up status. - Add each flagged patient to the post-procedure follow-up tracker in Airtable
- Record the procedure type, procedure date, and days since procedure
- Set the status to Outreach Pending for new entries
Done when The Airtable tracker is updated with all patients needing a follow-up reminder.
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3
Gmail - draft follow-up reminder emails for staff to review and send
gmail.com How to Automate Gmail
WebRun opens Gmail to draft follow-up reminder emails for staff to review and send. - Draft a post-procedure follow-up reminder email for each flagged patient, inviting them to book their next appointment
- Save each as a Gmail draft without sending so staff can review the content and confirm it is appropriate
- Flag drafts for patients more than 10 days post-procedure for priority review
Done when A reviewed draft is saved in Gmail for each patient needing a post-procedure follow-up.
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 email patients about their follow-up automatically?
No. WebRun drafts the follow-up reminder and saves it in Gmail for your staff to review before sending. No message reaches a patient without human approval, since post-procedure patient outreach may contain clinical context that requires staff judgment.
Which ENT procedures does it track for follow-up?
It tracks any procedure type you configure, such as tympanoplasty, sinus surgery, septoplasty, or ear tube placement. You can set the recommended follow-up window separately for each procedure type.
What if a patient books their follow-up after the reminder is drafted?
WebRun checks for an existing follow-up appointment each time it runs, so patients who have since booked will be removed from the outreach list on the next day's run and their Airtable status updated automatically.
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