Automated OptiMantra Package Balance Reminders
Every Monday, WebRun opens OptiMantra, checks each patient's remaining balance on their prepaid infusion package, confirms their payment status in Stripe, and drafts a friendly renewal reminder email in Gmail for anyone down to their last one or two sessions, ready for front desk review before it goes out.
How do I remind patients before their ketamine infusion package balance runs out?
WebRun checks each patient's remaining prepaid infusion sessions in OptiMantra every Monday, confirms clean payment status in Stripe, and drafts a friendly renewal reminder in Gmail for anyone down to their last one or two sessions. Front desk staff review and send each draft, so no patient's package quietly runs out before they rebook.
- Patients hear about renewal before their last prepaid session, not after
- Anyone with a payment issue is skipped until it is resolved
- Front desk gets a ready to send draft instead of manually checking every balance
Built for ketamine clinic front desk · billing coordinators · practice managers · 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 each patient's remaining package balance
optimantra.com
WebRun opens OptiMantra to find each patient's remaining package balance. - Open OptiMantra and pull every patient with an active prepaid infusion package
- Count each patient's remaining sessions against their original package size
- Flag anyone with one or two sessions left
Done when Every patient on a prepaid package has their remaining balance counted, with anyone running low flagged.
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2
Stripe - confirm payment status
stripe.com
WebRun opens Stripe to confirm payment status. - Confirm the original package payment cleared and note whether a card is on file for renewal
- Skip anyone with an open dispute or failed payment until it is resolved
Done when Every flagged patient's payment status is confirmed before a renewal reminder is drafted.
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3
Gmail - draft a renewal reminder for review
gmail.com
WebRun opens Gmail to draft a renewal reminder for review. - Draft a friendly reminder naming how many sessions remain and the renewal package options
- Include a link to book or renew
- Save every reminder as a draft only for front desk review. Never send a renewal reminder or charge a card automatically
Done when A reviewable renewal draft exists for every patient down to one or two sessions with clean payment 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 it charge a patient's card to renew automatically?
No. WebRun never charges a card or sends payment requests on its own. It only drafts a reminder email, and your front desk decides how and when to collect renewal payment.
Will patients get a reminder email without anyone checking it first?
No. Every reminder is saved as a Gmail draft for front desk review. WebRun never emails a patient automatically.
What if a patient's last payment failed?
Anyone with an open dispute or failed payment in Stripe is skipped until that is resolved, so a renewal reminder never goes out while a payment issue is still open.
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