Get missed surveillance scans rebooked
Every Monday, WebRun opens gGastro (ModMed), finds patients who missed or canceled their HCC surveillance ultrasound in the last 14 days, drafts a reschedule outreach email in Gmail for staff to review and send, logs each patient's response in Google Sheets, and alerts the front desk in Slack about anyone who has not responded after a week.
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How do I get patients rebooked after they miss an HCC surveillance scan?
WebRun finds patients who missed or canceled an HCC surveillance ultrasound in gGastro (ModMed) each week, drafts a reschedule outreach email in Gmail for staff to review and send, and logs every response in Google Sheets. Anyone who has not responded after a week is posted to Slack for the front desk to call directly, so missed surveillance gets chased down instead of forgotten.
- Missed surveillance scans get a reviewed reschedule draft within a week
- Response status is tracked so nobody falls through silently
- Non-responders are escalated to a phone call instead of a second email
Built for hepatology clinics · GI practices with imaging surveillance programs · front desk and recall staff · practice managers
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.modmed.comin a real browser with your saved login - no setup, no API keys. -
1
gGastro (ModMed) - find missed or canceled scans
modmed.com How to Automate gGastro (ModMed)
WebRun opens gGastro (ModMed) to find missed or canceled scans. - Open gGastro (ModMed) and filter patients who missed or canceled an HCC surveillance ultrasound in the last 14 days
- Capture the original scheduled date, diagnosis, and last surveillance interval
- Exclude anyone already rebooked
Done when Every patient who missed or canceled surveillance in the last 14 days is listed.
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2
Gmail - draft the reschedule outreach
gmail.com How to Automate Gmail
WebRun opens Gmail to draft the reschedule outreach. - Draft a reschedule outreach email explaining why staying current on surveillance matters
- Leave every outreach message as a draft in Gmail for staff to review
- Never send an outreach message without a staff member approving it first
Done when A reviewed outreach draft exists for every patient who missed a scan.
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3
Google Sheets - log each patient's response
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log each patient's response. - Open the reschedule outreach log and add a row for each patient contacted
- Record the outreach date and whether the patient responded
- Keep the log current so non-responders are easy to spot
Done when The log reflects a current response status for every patient contacted.
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4
Slack - alert the front desk on non-responders
slack.com How to Automate Slack
WebRun opens Slack to alert the front desk on non-responders. - Post an alert to the front desk channel listing patients who have not responded after a week
- Sort the list so the longest overdue patients appear first
- Leave the actual phone follow up to front desk staff
Done when Front desk has a current list of non-responders needing a phone call.
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 patients be emailed without staff reviewing the message first?
No. Every outreach message is drafted in Gmail and left unsent. A staff member reviews and sends it before it reaches a patient.
Why follow up on a missed HCC surveillance scan specifically?
Missed surveillance can let early liver cancer go undetected between visits, so WebRun prioritizes rebooking these over routine reminders.
What happens to patients who never respond?
They stay on the Slack non-responder list, sorted by how overdue they are, so front desk can escalate to a phone call instead of the gap going unnoticed.
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