Nextech Automated Patient Balance Reminder Drafts
Every Monday, WebRun opens Nextech, finds patient accounts with an outstanding balance more than 30 days old, drafts a polite payment reminder for each, logs the full list to Google Sheets, and saves the Gmail drafts for staff to review and approve before any message reaches a patient.
How can I automatically draft patient balance reminders for my ophthalmology practice?
WebRun opens Nextech every Monday and finds patient accounts with balances outstanding more than 30 days. It drafts a polite payment reminder for each account in Gmail, logs every case in Google Sheets with aging details, and holds all messages for staff review and approval before anything is sent to a patient.
- Outstanding balances over 30 days are addressed weekly rather than monthly
- Staff approve polished drafts in minutes instead of writing each reminder from scratch
- No patient balance reminder is sent without a staff review
Built for ophthalmology billing teams · eye care practices · practice administrators · front-desk staff
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.nextech.comin a real browser with your saved login - no setup, no API keys. -
1
Nextech - find patient accounts with outstanding balances
nextech.com
WebRun opens Nextech to find patient accounts with outstanding balances. - Open Nextech and navigate to the patient balance or accounts receivable report
- Filter for patient responsibility balances outstanding more than 30 days
- Capture patient name, balance amount, date of service, and number of days outstanding
- Skip accounts flagged as in collections or on a payment plan already
Done when Every eligible outstanding patient balance is listed with amount and aging details.
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2
Google Sheets - log aging balance list
google.com
WebRun opens Google Sheets to log aging balance list. - Append each balance account to the Patient Balance Aging sheet
- Include columns for patient, balance, days outstanding, and reminder status
- Mark each row as Pending Approval so staff can track what has been sent
Done when The aging sheet shows all outstanding balances with their current reminder status.
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3
Gmail - draft payment reminder for each account
gmail.com
WebRun opens Gmail to draft payment reminder for each account. - Draft a polite, on-brand payment reminder for each patient listing the balance and date of service
- Include your practice payment portal link and a phone number for questions
- Save each draft without sending for staff review and approval
Done when A Gmail draft payment reminder exists for every outstanding balance account, awaiting 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. Every balance reminder is saved as a Gmail draft and logged in Google Sheets as Pending Approval. A staff member must review and approve each message before it is sent to the patient.
What accounts does it skip?
WebRun skips any account already flagged in Nextech as in collections or on an active payment plan, so reminders only go to accounts where a polite nudge is the appropriate next step.
Can it handle balances at different aging thresholds with different message tones?
Yes. You can configure WebRun to use a gentler message for 30-to-60-day balances and a firmer tone for balances over 90 days, matching your practice's collections communication ladder.
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