Automated LongevityEHR Visit Scheduling Reminders
Every Monday, WebRun opens LongevityEHR, finds members due for their next concierge visit who have nothing booked, checks Calendly for their assigned provider's open times, drafts a personalized Gmail reminder with a booking link for each member, and leaves every draft unsent so your front desk can review before it sends.
How do I remind longevity clinic members to book their next concierge visit?
Every Monday, WebRun opens LongevityEHR to find members due for a concierge visit with nothing on the calendar, checks Calendly for their provider's real open times, and drafts a personalized Gmail reminder with a booking link for each. Every draft stays unsent for your front desk to review, so members get a timely invite without an automatic send.
- Unbooked concierge visits get a reminder within a week instead of drifting past due
- Every invite includes real open times, so booking takes one click
- Members who already scheduled are automatically left off the list
Built for longevity clinics · concierge medicine practices · front desk teams · scheduling coordinators
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.longevityehr.comin a real browser with your saved login - no setup, no API keys. -
1
LongevityEHR - find members due for a visit with nothing booked
longevityehr.com
WebRun opens LongevityEHR to find members due for a visit with nothing booked. - Open LongevityEHR and filter members due for their next concierge visit within 14 days
- Exclude anyone who already has a visit booked
- Note each member's assigned provider and visit type
Done when Every member due for a visit with nothing booked is listed with their provider.
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2
Calendly - pull open times with their provider
calendly.com
WebRun opens Calendly to pull open times with their provider. - Open Calendly and pull the assigned provider's next available times
- Select two or three options that fit the member's usual visit length
- Build a booking link for each member's specific provider
Done when Open times and a booking link are ready for every member on the list.
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3
Gmail - draft the scheduling reminder
gmail.com
WebRun opens Gmail to draft the scheduling reminder. - Draft a personalized scheduling reminder for each member with their provider's open times and booking link
- Mention when their last visit was to add context
- Save every message as a draft and leave it unsent for the front desk to review
Done when A scheduling reminder draft exists in Gmail for every member on this week's list.
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 members receive a scheduling email without my front desk reviewing it?
No. Every reminder is saved as a Gmail draft and left unsent. Your front desk reviews and sends each one, so nothing reaches a member automatically.
How does it pick which times to offer?
It reads the member's assigned provider's real availability in Calendly and offers two or three open times that fit the member's usual visit length, so the invite is easy to accept.
What if a member already booked on their own?
WebRun checks LongevityEHR for an existing booking before drafting anything, so members who already scheduled are left off that week's list.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.