Automated OptiMantra Consent Form Reminders
Every morning, WebRun opens OptiMantra to find patients with an infusion scheduled in the next 3 days, checks DocuSign for a completed informed consent envelope, and drafts a friendly reminder email in Gmail for any patient still missing a signature, ready for staff to review and send.
How do I remind ketamine patients to complete their consent form before their appointment?
WebRun checks OptiMantra each morning for patients with an appointment in the next 3 days, checks DocuSign for a completed informed consent envelope, and drafts a friendly reminder email in Gmail for anyone still missing a signature. Staff review and send each draft, so no patient arrives for an infusion without signed consent on file.
- No patient arrives for an infusion with an unsigned consent form
- Staff see exactly who is missing a signature 3 days out, not the morning of
- Every reminder links straight to the right DocuSign envelope, first time or renewal
Built for ketamine clinic front desk · practice managers · clinical compliance staff · ketamine clinic owners
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.optimantra.comin a real browser with your saved login - no setup, no API keys. -
1
OptiMantra - find upcoming appointments
optimantra.com
WebRun opens OptiMantra to find upcoming appointments. - Open OptiMantra and pull every patient with an infusion or first visit scheduled in the next 3 days
- Note whether the visit is a first session requiring initial consent or a renewal requiring reconsent
Done when Every upcoming appointment in the next 3 days is listed with its consent requirement.
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2
DocuSign - check consent form status
docusign.com
WebRun opens DocuSign to check consent form status. - Check DocuSign for a completed and signed consent envelope for each upcoming patient
- Note whether the envelope is unsent, sent and pending, or fully signed
Done when Every upcoming patient's consent status is known: signed, pending, or not yet sent.
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3
Gmail - draft a signature reminder for review
gmail.com
WebRun opens Gmail to draft a signature reminder for review. - Draft a friendly reminder email for any patient whose consent form is still pending or unsent
- Include a direct link to their DocuSign envelope and the appointment date
- Save every reminder as a draft only for staff to review and send. Never send a consent reminder automatically
Done when A reviewable reminder draft exists for every patient with an upcoming appointment and an incomplete consent form.
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 get a consent reminder without staff reviewing it first?
No. Every reminder is saved as a Gmail draft. Your staff reviews and sends each one; WebRun never emails a patient on its own.
Does it know the difference between a first time consent and a renewal?
Yes. It checks whether the upcoming visit is a first session or a reconsent, so the reminder and the DocuSign link match what that patient actually needs to sign.
What if the consent envelope was already sent but not yet signed?
It reads the live envelope status in DocuSign each morning, so a pending envelope still gets a reminder while a fully signed one is skipped.
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