Automated ShiftWizard Call-Out Backfill Alerts
As soon as a call-out is logged in ShiftWizard, WebRun checks the on-call and PRN pool for qualified, available staff, drafts a backfill request text through Twilio for the charge nurse to review and send, and holds the open slot on the shared unit Google Calendar so nobody double-books it while a replacement is found.
How do I automatically find backfill coverage for a nurse call-out?
The moment a call-out is logged in ShiftWizard, WebRun checks the on-call and PRN pool for qualified, available staff and drafts a backfill request text through Twilio for the charge nurse to send in ranked order. It also holds the open slot as Backfill Pending on the shared Google Calendar, so nothing gets double-booked while a replacement is found.
- Backfill candidates are ranked and drafted within minutes of a call-out
- Charge nurses send pre-written requests instead of working the phone tree
- The shared calendar shows every held slot so nobody gets double-booked
Built for charge nurses · staffing office coordinators · house supervisors · unit managers
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
www.healthstream.comin a real browser with your saved login - no setup, no API keys. -
1
ShiftWizard - detect the call-out and match backfill staff
healthstream.com
WebRun opens ShiftWizard to detect the call-out and match backfill staff. - Open ShiftWizard and confirm the call-out against the shift, unit, and required skill
- Pull the on-call and PRN pool for that unit and check who is available and under their hour limit
- Rank candidates by proximity to overtime, then by seniority or your facility's call-out policy
Done when The call-out shift has a ranked list of qualified on-call and PRN candidates.
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2
Twilio - draft backfill request texts
twilio.com
WebRun opens Twilio to draft backfill request texts. - Draft a backfill request text for each ranked candidate naming the unit, shift time, and pay differential
- Queue every draft in Twilio for the charge nurse to review and send in ranked order
- Do not send any text without charge nurse approval
Done when A draft backfill text is queued for every ranked candidate, none sent automatically.
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3
Google Calendar - hold the open slot
calendar.google.com
WebRun opens Google Calendar to hold the open slot. - Open the shared unit calendar and mark the call-out slot as Backfill Pending
- Update the event once the charge nurse confirms who picked up the shift
- Clear the Backfill Pending flag as soon as the slot is filled
Done when The unit calendar shows the slot held and, once filled, updated with the covering nurse.
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 text on-call staff without approval?
No. Every backfill request is drafted in Twilio and held for the charge nurse to review and send in ranked order. WebRun never contacts a nurse's phone directly.
How does it rank who gets asked first?
It checks each on-call or PRN nurse's qualification, current hours against overtime, and seniority or your call-out policy in ShiftWizard, then ranks candidates so the best-fit person is drafted first.
What happens to the calendar if nobody picks up the shift?
The slot stays marked Backfill Pending on the shared calendar so it is visible to the whole unit, and the ranked candidate list is refreshed on the next check.
Related templates
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