Automated Self-Pay Package Balance Tracking
Every Monday, WebRun opens Osmind, reads each self-pay patient's prepaid ketamine or TMS package and how many sessions are used, reconciles it against payments in Stripe, flags packages nearly depleted or with an outstanding balance, posts the front desk a Slack digest, and drafts a top-up invoice in Stripe for review before care is interrupted.
How do I track self-pay infusion and TMS package balances automatically?
WebRun opens Osmind every Monday and reads each self-pay patient's prepaid ketamine or TMS package usage. It reconciles payments in Stripe, flags packages nearly used up or underpaid, posts the front desk a Slack digest, and drafts a top-up invoice in Stripe for review, so care never pauses for an unnoticed empty package.
- Depleting packages are caught before a patient runs out of prepaid sessions
- Underpaid balances surface weekly instead of at year-end reconciliation
- A top-up invoice is drafted and ready the moment a package runs low
Built for cash-pay ketamine clinics · self-pay psychiatry practices · clinic front desk teams · practice billing 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
app.osmind.orgin a real browser with your saved login - no setup, no API keys. -
1
Osmind - read package usage per patient
osmind.org
WebRun opens Osmind to read each self-pay package's session usage. - Open Osmind and list self-pay patients on a prepaid infusion or TMS package
- For each, read the package size purchased and the number of sessions delivered so far
- Compute sessions remaining and identify packages within two sessions of being used up
- Capture patient initials, package type, sessions used, sessions remaining, and package price
Done when Every self-pay package has its sessions used and remaining counted, with near-depleted ones identified.
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2
Stripe - reconcile payments and draft top-ups
stripe.com
WebRun reconciles payments and drafts top-up invoices, left unsent for review. - Open Stripe and match each patient's payments to their package price
- Flag packages with an outstanding balance where payment has not fully cleared
- For packages nearly used up, draft a top-up invoice for the next package at the standard price
- Leave every invoice as an unsent draft in Stripe for the front desk to review and send. Do not charge or send anything automatically
Done when Payments are reconciled and a draft top-up invoice awaits review for each near-depleted package.
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3
Slack - digest low balances for the front desk
slack.com
WebRun posts low-balance packages and pending top-ups to the front-desk channel. - Post a weekly digest to the front-desk Slack channel with packages nearly used up and any underpaid balances
- Sort by sessions remaining so the most urgent top-ups are listed first
- Note which patients have a draft top-up invoice waiting and link the detail
Done when The front desk has a Slack digest of low-balance packages and pending top-up drafts.
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 charge a patient's card or send an invoice on its own?
No. WebRun reconciles balances and drafts each top-up invoice in Stripe, then leaves it unsent. The front desk reviews and sends every invoice. No card is charged and nothing goes to a patient automatically.
How does it decide a package needs a top-up?
It reads how many sessions of the prepaid package have been delivered in Osmind and flags any package within two sessions of being used up. Packages with an unpaid balance in Stripe are surfaced too.
Is any patient health information sent outside our tools?
No. The Slack digest, Stripe records, and drafts use patient initials, package type, and amounts only, and stay inside your own connected workspace, so no protected health information leaves your systems.
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