Automated Tebra OBGYN Patient Balance Reminders
Every Monday, WebRun opens Tebra, finds patient accounts with balances outstanding beyond 30 days, drafts a polite balance reminder for each, and logs all drafts to Google Sheets so billing staff can review and approve every message before it reaches a patient.
How can I automatically draft patient balance reminders for my OBGYN practice?
WebRun opens Tebra every Monday, finds OBGYN patient accounts with balances outstanding more than 30 days, and drafts a polite reminder for each. All drafts are logged to Google Sheets for billing staff to review and approve before any patient contact, keeping PHI secure and collections compliant.
- Billing staff start each Monday with a ready-to-review reminder queue rather than building it manually
- High-balance and long-overdue accounts are flagged for priority review and potential escalation
- No patient receives a balance message without staff approval, reducing billing disputes
Built for OBGYN billing teams · women's health practices · obstetrics offices · gynecology practices
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.tebra.comin a real browser with your saved login - no setup, no API keys. -
1
Tebra - find accounts with overdue patient balances
tebra.com
WebRun opens Tebra to find accounts with overdue patient balances. - Open Tebra and navigate to the billing section, filtering for patient balances outstanding more than 30 days
- Capture patient initials, balance amount, days outstanding, and last payment date
- Draft a polite balance reminder for each account but do not send - leave as a draft
- Flag balances over $500 or older than 90 days as high priority for escalation review
Done when Every overdue patient balance has a drafted reminder ready for staff review and approval.
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2
Google Sheets - log balance reminder drafts for staff review
google.com
WebRun opens Google Sheets to log balance reminder drafts for staff review. - Log each reminder draft to the Patient Balance Reminders sheet with patient initials, balance, days outstanding, and draft text
- Mark each row as Pending Staff Review
- Add high-priority flags in a separate column for accounts over $500 or 90-plus days outstanding
Done when Google Sheets contains this week's full balance reminder queue with drafts awaiting billing staff approval.
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 balance reminders to patients without staff approval?
No. WebRun drafts every balance reminder and queues it in Google Sheets for billing staff to review and approve. No message is ever sent to a patient automatically, protecting PHI and ensuring billing accuracy.
Can it handle payment plans or special billing arrangements?
WebRun reads the account status in Tebra. If an account has a payment plan note or a special arrangement flag in Tebra, staff should mark those rows as Exclude in the sheet so they are skipped in future runs.
What counts as overdue for an OBGYN patient balance?
Any patient-responsibility balance outstanding for more than 30 days after the statement date is flagged. Accounts over $500 or 90-plus days outstanding are additionally marked as high priority for escalation by billing staff.
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