Automated HRT Control Patient Reengagement Drafts
Every Monday, WebRun opens HRT Control, finds patients with no visit in 6 months or more, drafts a warm reengagement email in Gmail for each that references their prior therapy, and logs the outreach in a Google Sheets tracker.
How do I win back patients who've stopped coming in?
WebRun scans HRT Control every Monday for patients with no visit in 6 months or more, drafts a warm reengagement email in Gmail that references their prior therapy, and logs the outreach in a Google Sheets tracker. Every draft stays unsent for staff to review and send, so lapsed patients get a personal invitation back instead of silence.
- Lapsed patients get a personal invitation back instead of being forgotten
- Staff review every message before it sends, never an autopilot campaign
- The outreach tracker shows who's already been reached so no one gets a duplicate email
Built for HRT clinics · TRT clinics · patient retention teams · clinic marketing staff
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.hrtcontrol.comin a real browser with your saved login - no setup, no API keys. -
1
HRT Control - find lapsed patients
hrtcontrol.com
WebRun opens HRT Control to find lapsed patients. - Open HRT Control and filter patients with no visit in the last 6 months
- Capture their last therapy type and last visit date
- Skip anyone already marked as discharged
Done when Every lapsed patient is listed with their last therapy type and visit date.
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2
Gmail - draft the reengagement email
gmail.com
WebRun opens Gmail to draft the reengagement email. - Draft a warm, low-pressure reengagement email for each lapsed patient
- Mention their prior therapy so the note doesn't read as generic
- Leave every draft unsent in Gmail for staff to review and send
Done when A reviewable reengagement draft sits in Gmail for every lapsed patient.
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3
Google Sheets - log the outreach tracker
google.com
WebRun opens Google Sheets to log the outreach tracker. - Log each lapsed patient in the outreach tracker with the date a draft was ready
- Mark whether a prior reengagement attempt was already made
- Update the tracker once a patient rebooks
Done when The outreach tracker reflects every lapsed patient's reengagement status.
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 lapsed patients get an email without staff review?
No. Every reengagement email is drafted in Gmail and left unsent, so a staff member reads and sends it rather than an automatic message going out.
How does it decide someone has lapsed?
It looks for patients with no visit in HRT Control for 6 months or more, and skips anyone already marked discharged so it never chases someone who's formally left care.
Does it keep trying if a patient doesn't respond?
It logs each attempt in the outreach tracker, so staff can see who's already been reached out to and decide whether to try again rather than repeating it automatically.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.