Automated Medical Billing AR Follow-Up Drafts
Every Monday, WebRun opens CollaborateMD, pulls the AR aging report, identifies practice balances past 60 and 90 days, drafts a follow-up email for each practice contact, and saves every draft in Gmail for your team to review, personalize, and send.
How do I automate AR follow-up drafts for overdue practice balances?
Every Monday, WebRun opens CollaborateMD, pulls the AR aging report, and identifies every practice with balances past 60 days. It logs the aging breakdown in Google Sheets and drafts a personalized follow-up email in Gmail for each overdue practice. Your team reviews and sends each draft, keeping AR moving without manual report-pulling.
- Overdue practice balances get a follow-up every week without manual report-pulling
- AR movement is tracked week-over-week so growing balances are spotted early
- Every follow-up email is reviewed by a human before it is sent
Built for medical billing companies · RCM managers · billing coordinators · practice revenue cycle teams
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.collaboratemd.comin a real browser with your saved login - no setup, no API keys. -
1
CollaborateMD - pull AR aging report
collaboratemd.com
WebRun opens CollaborateMD to pull AR aging report. - Open CollaborateMD and run the AR aging report for all active practices
- Capture practice name, contact name, total balance, and amounts bucketed at 30, 60, 90, and 120 plus days
- Flag any practice with a balance over 60 days as needing follow-up this week
Done when Every practice with an outstanding AR balance over 60 days is identified with its aging breakdown.
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2
Google Sheets - log overdue balances by practice
google.com
WebRun opens Google Sheets to log overdue balances by practice. - Update the AR tracking sheet with this week's aging totals per practice
- Add a column showing week-over-week movement to flag practices where the balance grew
- Record the date each practice was last contacted
Done when The AR tracking sheet reflects the current week's aging data with movement flags.
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3
Gmail - draft follow-up for each practice
gmail.com
WebRun opens Gmail to draft follow-up for each practice. - For each practice over 60 days, draft a polite follow-up email addressed to the practice contact
- Include the specific aging bucket totals and any outstanding claim details in the draft body
- Save each draft in Gmail without sending, so your team can review, edit, and approve before sending
- Do not send any email without team review and approval
Done when A Gmail draft exists for every overdue practice, ready for team review before sending.
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 send emails to practices without my approval?
No. Every follow-up is saved as a Gmail draft. Your team reviews, personalizes, and sends each one. Nothing leaves your outbox without a human approving it first.
How does it decide which practices to follow up with?
It flags any practice with an AR balance aged past 60 days in CollaborateMD. You can adjust the threshold to 90 days or a minimum dollar amount to fit your follow-up policy.
What if a practice balance was already resolved this week?
It reads the live AR aging report in CollaborateMD each run, so practices with a zero or current balance are not included in that week's drafts.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.