Automated Optometry No-Show Rebook Outreach
Every afternoon, WebRun opens Crystal PM, finds today's appointments marked as no-show or missed, drafts a friendly rebook message for each patient via Weave, and posts a Slack digest so staff can review and approve every message before it is sent.
How do I automatically follow up with patients who missed their eye care appointment?
WebRun checks Crystal PM every afternoon for appointments marked no-show or missed, then drafts a personalized rebook message for each patient inside Weave. A Slack digest alerts your team so staff can review and approve every message before it goes out, and urgent clinical no-shows are flagged for immediate attention.
- No-show patients receive a warm rebook prompt the same day, while the visit is still fresh
- Staff approve every message before it reaches a patient
- Clinically urgent no-shows are flagged separately so they get immediate personal attention
Built for optometry practices · independent eye care clinics · front desk coordinators · 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.crystalpm.comin a real browser with your saved login - no setup, no API keys. -
1
Crystal PM - identify today's no-show appointments
crystalpm.com
WebRun opens Crystal PM to identify today's no-show appointments. - Open Crystal PM and view today's appointment schedule
- Filter for appointments marked no-show, missed, or unconfirmed past their scheduled time
- Capture each patient's name, appointment type, provider, and preferred contact method
- Exclude any patient who already rescheduled or contacted the office today
Done when All today's no-show patients are listed with their contact details and original appointment type.
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2
Weave - draft rebook message for each no-show patient
getweave.com
WebRun opens Weave to draft rebook message for each no-show patient. - For each no-show patient, draft a warm rebook message via Weave text or email
- Express that the practice noticed they missed their appointment and invite them to reschedule
- Include a link or phone number to book, and note any urgency based on appointment type
- Leave every message as a draft in Weave. Do not send without staff review and approval
Done when A draft rebook message is staged in Weave for every no-show patient.
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3
Slack - notify staff to review and approve
slack.com
WebRun opens Slack to notify staff to review and approve. - Post a Slack digest to the front-desk channel with today's no-show count and draft count
- Flag any patient with a clinical urgency note (e.g. post-op follow-up or diabetic eye exam)
- Prompt staff to log in to Weave and approve or adjust each draft before sending
Done when Staff have a Slack alert with the no-show list, urgency flags, and a prompt to approve 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 messages to no-show patients automatically without staff checking?
No. Every rebook message is staged as a draft in Weave and held until a staff member reviews and approves. Nothing is sent to a patient without human sign-off.
How does it handle patients with clinically urgent appointments?
Patients with appointment types flagged as urgent (such as post-operative follow-ups or diabetic eye exams) are highlighted in the Slack digest so staff can prioritize or call directly.
What if a no-show patient already called to reschedule?
Crystal PM is read live each run, so any patient who rescheduled in the system during the day is excluded from the draft batch automatically.
Related templates
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