Nextech Automated New Patient Intake Routing
When a new patient appointment is created in Nextech, WebRun reads the reason for visit and referral source, routes the case to the correct provider or subspecialty, posts an intake checklist to Slack so the care team can prepare, and logs the new patient record to a Google Sheets intake tracker.
How can I automatically route new ophthalmology patients to the right provider and intake workflow?
When a new patient appointment is booked in Nextech, WebRun reads the visit reason and referral source, routes the case to the correct provider, posts an intake checklist to the provider's Slack channel, and logs the patient in a Google Sheets intake tracker so the team is prepared well before the first visit.
- Every new patient is routed to the correct provider and subspecialty within minutes of booking
- Care team has a pre-visit checklist in Slack before the first appointment
- No new patient intake falls through the cracks between booking and visit
Built for ophthalmology practices · eye care coordinators · medical assistants · practice 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.nextech.comin a real browser with your saved login - no setup, no API keys. -
1
Nextech - detect new patient appointment and read visit reason
nextech.com
WebRun opens Nextech to detect new patient appointment and read visit reason. - Monitor Nextech for newly created appointments flagged as new patient visits
- Read the appointment reason, referral source, and any notes entered at booking
- Determine the correct provider or subspecialty based on visit reason routing rules
- Confirm the appointment slot is in the correct provider's schedule
Done when The new patient's visit reason is read and the appropriate provider is identified.
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2
Slack - post provider-routed intake checklist
slack.com
WebRun opens Slack to post provider-routed intake checklist. - Post an intake checklist to the assigned provider's Slack channel
- Include visit reason, referral source, and pre-visit tasks such as insurance verification and forms
- Tag the responsible medical assistant or front-desk coordinator
- Do not include any clinical notes or sensitive patient health details in the Slack message
Done when The provider's team has a Slack intake checklist with pre-visit action items.
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3
Google Sheets - log new patient to intake tracker
google.com
WebRun opens Google Sheets to log new patient to intake tracker. - Append the new patient record to the New Patient Intake Tracker in Google Sheets
- Log appointment date, visit reason, assigned provider, referral source, and intake status
- Mark the row as In Progress so coordinators can track completion
Done when The new patient is logged in the intake tracker with assigned provider and intake status.
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
Does the Slack checklist include sensitive patient health information?
No. The Slack message includes only the visit reason category, referral source, and pre-visit task checklist items. Clinical notes and identifiable health details remain in Nextech and are never posted to Slack.
How does it decide which provider to route to?
WebRun applies routing rules you configure during setup, matching visit reason keywords to provider or subspecialty assignments, for example routing glaucoma consultations to the glaucoma specialist and routine exams to general ophthalmologists.
What if the routing rules do not match a new patient's reason for visit?
WebRun routes unmatched cases to a default provider and flags the Slack checklist as Needs Manual Review so a coordinator can confirm the correct assignment before the appointment.
Related templates
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