Nextech Automated Referral Loop Closure Tracking
Every Monday, WebRun opens Nextech and reviews patients who arrived via referral, checks whether a consult report or follow-up letter has been sent to the referring provider, logs each open referral loop to Airtable with the referring provider and days elapsed, and drafts a consult report notification for coordinator review for any loop open more than 7 days.
How can I automatically track and close referral loops for my ophthalmology practice?
Every Monday WebRun opens Nextech and identifies patients who arrived via referral but whose referring provider has not yet received a consult report. It logs every open loop in Airtable with days elapsed, flags overdue cases, and drafts a consult notification in Gmail for coordinator review so no referring provider is left waiting.
- No referral loop stays open more than 7 days without a flagged draft ready for coordinator review
- Referring providers receive timely consult reports, strengthening your referral relationships
- Overdue loops are surfaced weekly without manual chart review
Built for ophthalmology practices · care coordinators · practice managers · referring provider relations teams
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 referrals without a closed consult loop
nextech.com
WebRun opens Nextech to find referrals without a closed consult loop. - Open Nextech and navigate to the referral or patient visit tracking module
- Filter for patients who arrived via referral and whose visit occurred in the last 30 days
- Check whether a consult letter or report has been sent to the referring provider for each
- Identify patients where the loop is still open and no report has been sent
Done when Every open referral loop from the past 30 days is identified with referring provider and days elapsed.
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2
Airtable - log open referral loops with days elapsed
airtable.com
WebRun opens Airtable to log open referral loops with days elapsed. - Upsert each open referral loop into the Referral Loop Tracker Airtable base
- Log referring provider, patient visit date, days since visit, and closure status
- Flag loops open more than 7 days as Overdue
Done when The Airtable tracker reflects all open referral loops with current urgency flags.
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3
Gmail - draft consult report notification for open loops
gmail.com
WebRun opens Gmail to draft consult report notification for open loops. - Draft a consult report notification email to the referring provider for each loop open more than 7 days
- Include the visit date, diagnosis summary placeholder, and the attending ophthalmologist's name
- Save each draft without sending for coordinator review and completion before sending
Done when A Gmail draft consult notification exists for every overdue referral loop, awaiting coordinator review.
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 consult reports to referring providers without staff review?
No. WebRun drafts the notification email and holds it in Gmail for coordinator review. A clinical coordinator must review the consult details and approve the draft before any message goes to the referring provider.
How does it know a referral loop is closed?
WebRun checks Nextech for a consult letter or report flagged as sent for each referred patient. Once a coordinator marks the Airtable record as Closed after sending, the loop is excluded from future runs.
Can it track outbound referrals as well as inbound?
This template focuses on inbound referral closure, ensuring your practice responds to referring providers. For outbound referral tracking where you want to know if the specialist replied, that is a separate workflow.
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