Automated Optometry Patient Balance Reminders
Every Monday, WebRun opens Crystal PM, identifies patient accounts with balances past their due date, drafts a polite balance reminder for each via Weave, and posts a Slack digest so your billing team can review and approve every message before it reaches a patient.
How do I automatically follow up on overdue patient balances in an optometry practice?
WebRun opens Crystal PM every Monday, finds every patient account with a balance past 30 days, and drafts a polite reminder for each inside Weave with the tone scaled to the aging bucket. Your billing team reviews and approves every message before it is sent, and a Slack digest shows the total outstanding by age.
- Overdue balances receive a timely, appropriately toned reminder each week
- No balance reminder reaches a patient without billing team approval
- Staff see the full aging breakdown in Slack before approving any messages
Built for optometry billing teams · practice managers · independent optometry offices · eye care revenue cycle staff
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
www.crystalpm.comin a real browser with your saved login - no setup, no API keys. -
1
Crystal PM - identify patient accounts with overdue balances
crystalpm.com
WebRun opens Crystal PM to identify patient accounts with overdue balances. - Open Crystal PM and navigate to the billing or accounts receivable section
- Filter for patient accounts with a balance outstanding past 30 days
- Capture each patient's name, balance amount, days outstanding, and preferred contact method
- Group balances by aging bucket: 30 to 60 days, 61 to 90 days, and over 90 days
Done when Every patient with an overdue balance is listed with their amount and aging bucket.
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2
Weave - draft a balance reminder for each patient
getweave.com
WebRun opens Weave to draft a balance reminder for each patient. - For each patient, draft a polite balance reminder via Weave text or email
- Tailor the tone by aging bucket: friendly reminder for 30 to 60 days, firmer for 61 to 90 days, urgent for over 90 days
- Include the balance amount and payment link or phone number
- Leave every message as a draft in Weave. Do not send without billing team review and approval
Done when A draft balance reminder is staged in Weave for every patient with an overdue balance.
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3
Slack - notify billing team for review and approval
slack.com
WebRun opens Slack to notify billing team for review and approval. - Post a Slack digest to the billing channel with total overdue balance count and aggregate dollar amount
- Break down the count by aging bucket
- Prompt billing team to log in to Weave and approve or adjust each draft
Done when Billing team has a Slack summary with aging breakdown and a prompt to approve drafts in Weave.
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 billing team approval?
No. Every reminder is staged as a draft in Weave and held until a billing team member reviews and approves. No message reaches a patient without explicit human sign-off.
How does it handle patients in payment plans or with disputed balances?
Patients on a payment plan or with a dispute flag in Crystal PM should be excluded by applying the appropriate account filter before WebRun runs. Review your Crystal PM filters during setup.
Does it change any balance amounts or post payments in Crystal PM?
No. WebRun reads account balances from Crystal PM but does not modify any financial records. All payment posting and adjustments remain with your billing staff.
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