Automated FQHC New Patient Intake Form Chaser
Every morning, WebRun opens Azara DRVS, identifies new patients with an appointment in the next 3 days whose intake paperwork is incomplete, logs them to a Google Sheet, and prepares a reminder email draft in Mailchimp for each one so staff can review and approve before sending.
How can an FQHC automatically chase incomplete new patient intake forms before the first visit?
WebRun opens Azara DRVS every morning, finds new patients with appointments in the next 3 days who have incomplete intake paperwork, and logs a sorted chase list in Google Sheets. It then prepares a Mailchimp reminder draft for each patient, held for staff approval before sending, so every first visit starts with complete documentation.
- Incomplete intake cases identified 3 days before the visit so there is time to resolve them
- No new patient emailed without staff review of the Mailchimp draft
- Duplicate reminders blocked for anyone contacted in the past 48 hours
Built for FQHCs · community health centers · front-desk staff · patient services coordinators
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
app.azarahealthcare.comin a real browser with your saved login - no setup, no API keys. -
1
Azara Healthcare - identify new patients with incomplete intake
azarahealthcare.com
WebRun opens Azara Healthcare to identify new patients with incomplete intake. - Open Azara DRVS and filter new patient appointments scheduled in the next 3 business days
- Check each new patient record for a completed intake form, consent document, and insurance card
- List any patient missing one or more required documents with their appointment date and provider
Done when Every new patient appointment missing intake documents is identified with the specific gaps.
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2
Google Sheets - log intake chase list
google.com
WebRun opens Google Sheets to log intake chase list. - Add each incomplete intake patient to the daily chaser sheet with appointment date and missing items
- Sort by appointment date ascending so the most urgent visits appear first
- Flag anyone already sent a reminder in the past 48 hours to avoid duplicates
Done when The intake chase list is sorted and up to date in Google Sheets.
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3
Mailchimp - prepare intake reminder drafts for approval
mailchimp.com
WebRun opens Mailchimp to prepare intake reminder drafts for approval. - Create a draft email for each patient listing the specific missing documents with instructions for completing them
- Hold each draft for staff review before sending; do not send without approval
- Log the draft status back to the Google Sheet for tracking
Done when A reviewed Mailchimp draft exists for every new patient with an incomplete intake.
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 new patients directly about missing paperwork?
No. Every reminder is saved as a Mailchimp draft. A staff member must review and approve each message before it is sent to any patient.
Which intake documents does it track?
It checks for completed intake forms, consent documents, and insurance cards in Azara DRVS. You can add or remove document types to match your center's intake requirements.
What if a patient has already been sent a reminder?
It checks the Google Sheet and skips anyone reminded within the past 48 hours, so patients are never contacted twice about the same missing document in a short window.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.