Automatic Counseling Reschedule Outreach
Every hour, WebRun opens Progeny Clinical, finds sessions just canceled or marked no show, checks Google Calendar for the next available slots the same counselor can offer, and posts a Slack callback list so front desk staff can phone the patient and get the slot refilled before it goes empty.
How do I refill a canceled genetic counseling slot before it stays empty?
WebRun checks Progeny Clinical every hour for counseling sessions just canceled or marked no show, finds the next real open slots in Google Calendar, and posts a Slack callback list so front desk staff can phone the patient right away. This keeps counselor schedules full without anyone digging through the calendar to find a replacement time by hand.
- Canceled slots surface within the hour instead of sitting empty
- Front desk gets real open times pulled straight from the calendar
- Already rebooked sessions never clutter the callback list
Built for genetics clinic front desk staff · genetic counselors · genetics practice managers · genetics schedulers
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.progenygenetics.comin a real browser with your saved login - no setup, no API keys. -
1
Progeny Clinical - find canceled or no show sessions
progenygenetics.com
WebRun opens Progeny Clinical to find canceled or no show sessions. - Open Progeny Clinical and list sessions canceled or marked no show in the last hour
- Note the counselor, the original session type, and the patient's contact preference
- Skip any session already rebooked since the cancellation
Done when Every newly canceled or no show session is listed with its counselor and session type.
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2
Google Calendar - find the next open slots
calendar.google.com
WebRun opens Google Calendar to find the next open slots. - Open the counselor's Google Calendar and find the next 2 to 3 open slots
- Match slot length to the original session type so nothing gets rebooked too short
- Hold each slot as a suggestion only, not a confirmed booking
Done when Every canceled session has 2 to 3 real open replacement slots identified.
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3
Slack - post the callback list
slack.com
WebRun opens Slack to post the callback list. - Post a callback list to the front desk Slack channel with the patient, counselor, and open slots
- Put same day cancellations at the top so front desk calls those first
- Do not text or email the patient directly. This is a call list for staff only
Done when Front desk staff have a same hour callback list in Slack with real open slots to offer.
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 call or text the patient to reschedule?
No. WebRun only posts an internal callback list in Slack. Front desk staff make the actual call to the patient.
How fast does a canceled slot show up on the list?
Within the hour. WebRun checks Progeny Clinical every hour during clinic hours, so a cancellation rarely sits for long before staff see it.
What if the patient already rebooked on their own?
It checks the live schedule in Progeny Clinical each run, so any session already rebooked is dropped from the callback list automatically.
Related templates
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