Automated Lymphedema Referral Intake
Every morning, WebRun opens Gmail, finds new lymphedema referral emails from providers, extracts the patient name, diagnosis, affected limb, and referring clinic, logs each one to a Google Sheet intake tracker, and checks LymphaTech to flag whether the patient already has a scan record on file.
How do I automatically turn new lymphedema referrals into an intake list?
WebRun reads new lymphedema referral emails in Gmail every morning, extracts each patient name, diagnosis, affected limb, and referring clinic, and logs them to a Google Sheets intake tracker. It then checks LymphaTech to flag returning patients with an existing scan, so your coordinator opens a clean, deduplicated worklist ready to action.
- Every referral lands in one tracked worklist instead of a crowded inbox
- Duplicate referrals are caught before they clutter the intake list
- Coordinators know at a glance which patients already have a LymphaTech baseline scan
Built for lymphedema clinics · intake coordinators · physical therapy practices · vascular and wound care centers
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
mail.google.comin a real browser with your saved login - no setup, no API keys. -
1
Gmail - read new referral emails
gmail.com
WebRun opens Gmail to read new lymphedema referral emails. - Open Gmail and scan the intake inbox for new referral messages received since the last run
- For each referral, read the patient name, date of birth, diagnosis, affected limb, and referring provider or clinic
- Note any attached order forms or measurement requests without downloading files
Done when Every new referral email has its patient and referring provider details captured.
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2
Google Sheets - log each referral to the intake tracker
google.com
WebRun logs each referral to the Google Sheets intake tracker. - Open the intake tracker in Google Sheets
- Add a row for each new referral with patient name, affected limb, diagnosis, referring clinic, and the date received
- Set the status column to New so the coordinator knows which rows still need action
- Skip any referral whose patient name and date already appear in the tracker to avoid duplicates
Done when Every new referral has a row in the intake tracker with a New status.
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3
LymphaTech - flag whether a scan record already exists
lymphatech.com
WebRun checks LymphaTech to see if the patient already has a scan record. - Open LymphaTech and search each new patient by name and date of birth
- Mark in the tracker whether the patient already has a 3D scan record or is brand new
- Note the most recent scan date for any returning patient so the coordinator can decide if a fresh baseline scan is needed
Done when Each new referral is tagged as a new patient or a returning patient with a last scan date.
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
Does it reply to the referring provider on its own?
No. WebRun only reads the referral and builds your internal intake list in Google Sheets. Any reply or acknowledgement to the referring clinic is left for your coordinator to send after review.
How does it avoid creating duplicate intake rows?
It matches each new referral against the patient name and date of birth already in the tracker, so a patient re-referred or emailed twice is not added a second time.
What patient details does it capture?
It captures the name, affected limb, diagnosis, and referring clinic from the referral email, and notes whether a LymphaTech scan already exists. The record stays in your own Google Sheet and is never sent outside your practice.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.