Automated New Patient Intake Form Delivery
Each morning, WebRun opens RevolutionEHR, finds new patients booked in the next 7 days who have not yet received intake forms, drafts a welcome message with links to your intake and insurance forms via Weave, and posts a Slack alert so staff can review and approve before anything is sent.
How do I automatically send intake and insurance forms to new optometry patients before their first visit?
WebRun checks RevolutionEHR each morning for new patients booked in the next 7 days who have not yet received intake forms, then drafts a warm welcome message with form links for each inside Weave. Staff review and approve every message before it is sent, and appointments within 48 hours are flagged as urgent.
- New patients arrive with forms completed, reducing check-in wait times
- No intake message reaches a patient without staff approval
- Appointments within 48 hours are flagged for same-day follow-up
Built for optometry front desk · new patient coordinators · practice managers · independent eye care clinics
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
app.revolutionehr.comin a real browser with your saved login - no setup, no API keys. -
1
RevolutionEHR - find new patients scheduled in the next 7 days without forms sent
revolutionehr.com
WebRun opens RevolutionEHR to find new patients scheduled in the next 7 days without forms sent. - Open RevolutionEHR and filter the schedule for new patient appointments in the next 7 days
- Check each new patient's record to confirm no intake form invitation has been sent yet
- Capture the patient name, appointment date, provider, and preferred contact method
Done when Every new patient scheduled in the next 7 days without a sent intake form is listed.
-
2
Weave - draft welcome message with intake form links
getweave.com
WebRun opens Weave to draft welcome message with intake form links. - For each new patient, draft a warm welcome message via Weave text or email
- Include the patient's name, appointment date and time, and a link to your digital intake and insurance forms
- Mention any items to bring (insurance card, prior prescription) in the message
- Leave every message as a draft in Weave. Do not send without staff review and approval
Done when A draft intake form welcome message is staged in Weave for every qualifying new patient.
-
3
Slack - notify staff to review and approve
slack.com
WebRun opens Slack to notify staff to review and approve. - Post a Slack message with the count of new patients who have drafts staged
- Flag any new patient appointment within 48 hours as urgent for same-day approval
- Prompt staff to log in to Weave and approve or adjust each draft
Done when Staff have a Slack alert with the new patient count and a prompt to approve the staged messages.
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 intake forms to new patients automatically without staff checking?
No. Every welcome message is staged as a draft in Weave and held until a staff member reviews and approves. Nothing is sent to a patient without explicit human sign-off.
What if a new patient already submitted their forms online?
Once a form submission is logged against the patient record in RevolutionEHR, that patient is excluded from the next draft run, so you do not send a duplicate invitation.
Can it handle multiple intake form types for different appointment types?
Yes. You can give WebRun different form links for comprehensive exams, contact lens fittings, or pediatric visits and it will select the right link based on the appointment type in RevolutionEHR.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.