Automated Headache Diary Intake Reminders
Within 15 minutes of a new headache patient being added to Nexus Clinical, WebRun drafts a Gmail message with the headache diary link and instructions for staff to review and send, then logs each patient's diary completion status to a Google Sheet so the clinician can see what's still missing before the visit.
How do I make sure new headache patients complete their diary before their first visit?
WebRun checks Nexus Clinical for new headache patients as soon as they are added and drafts a Gmail email with the headache diary link for staff to review and send. It logs each patient's completion status to a Google Sheet, flagging anyone close to their visit with no diary started, so the clinician has diary data before the first appointment.
- Diary link emails are drafted the moment a new headache patient is added
- Clinicians see completion status before the first visit, not during it
- Patients within 3 days of their visit with no diary started are flagged automatically
Built for headache clinics · neurologists · front desk staff · new patient 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.nexusclinical.comin a real browser with your saved login - no setup, no API keys. -
1
Nexus Clinical - find new headache patients needing a diary
nexusclinical.com
WebRun opens Nexus Clinical to find new headache patients needing a diary. - Open Nexus Clinical and check for new patients booked under a headache or migraine visit type
- Note each patient's first-visit date and contact email on file
- Check whether a headache diary has already been started or completed
Done when Every new headache patient is listed with their visit date and diary status.
-
2
Gmail - draft the diary link email
gmail.com
WebRun opens Gmail to draft the diary link email. - Draft an email with the headache diary link and simple instructions for each new patient
- Leave every draft unsent in the front desk's Gmail drafts folder for review
- Note the visit date in the draft so staff can prioritize who to send it to first
Done when A reviewable diary-link email draft exists for every new headache patient.
-
3
Google Sheets - track diary completion status
google.com
WebRun opens Google Sheets to track diary completion status. - Log each patient's visit date, email-sent status, and diary completion status
- Flag any patient within 3 days of their visit who has not started the diary
- Keep the sheet current as diaries get completed
Done when The tracking sheet shows every new patient's diary status ahead of their visit.
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 email new patients without staff approving it first?
No. WebRun only drafts the diary-link email in Gmail and leaves it unsent. A staff member reviews and sends it before any patient receives it.
How does it know if a patient already started their diary?
It reads the diary status already recorded in Nexus Clinical, so a patient who already started or completed one is not chased again.
What happens if a patient has not started the diary close to their visit?
It flags that patient in the tracking sheet once they are within 3 days of their visit, so staff know to follow up before the clinician sees them.
Related templates
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