Automated Optometry Recall Gap Worklist
Every Monday, WebRun opens RevolutionEHR, scans for patients whose recall date has passed and who have no future appointment on the schedule, compiles a prioritized worklist in Google Sheets sorted by how long they have been overdue, and sends a Slack alert to your recall coordinator.
How do I automatically identify optometry patients overdue for recall with no appointment scheduled?
WebRun opens RevolutionEHR every Monday, finds every patient past their recall date who has no future appointment booked, and builds a prioritized Google Sheet worklist sorted by days overdue. A Slack alert notifies your recall coordinator so your team knows exactly who to contact first each week.
- Your recall coordinator starts every week with a current, sorted list of who to contact
- Patients overdue by 6 or more months are highlighted for urgent outreach
- No patient data is sent externally. The workflow stays entirely internal
Built for optometry recall coordinators · practice managers · independent optometry clinics · eye care teams
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 - scan for overdue patients with no future appointment
revolutionehr.com
WebRun opens RevolutionEHR to scan for overdue patients with no future appointment. - Open RevolutionEHR and run the recall or patient management report
- Filter for patients whose recall due date has passed by any amount
- Cross-check each patient against the appointment schedule and remove those with a future booking
- Capture name, recall date, days overdue, last exam date, and primary provider for each
Done when Every unscheduled overdue recall patient is identified with their overdue count and key details.
-
2
Google Sheets - build the prioritized recall worklist
google.com
WebRun opens Google Sheets to build the prioritized recall worklist. - Open the practice recall worklist Google Sheet (or create this week's tab)
- Write each patient row: name, recall date, days overdue, last exam, provider, and contact info
- Sort by days overdue, most overdue at the top
- Highlight patients overdue by more than 6 months in red for urgent outreach
Done when The Google Sheet is complete with all unscheduled overdue patients sorted by urgency.
-
3
Slack - alert the recall coordinator
slack.com
WebRun opens Slack to alert the recall coordinator. - Post a Slack message to the recall coordinator with the total unscheduled count
- Call out how many are overdue more than 6 months
- Include a direct link to the Google Sheet worklist
Done when The recall coordinator has a Slack notification with the overdue count and a link to the worklist.
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 it contact any patients directly?
No. This workflow builds an internal worklist only. No patient is contacted. A staff member uses the list to decide who to call or add to a recall outreach batch.
How is overdue calculated?
It compares each patient's recall due date from RevolutionEHR to today's date. Days overdue is the difference. Patients are sorted so the most overdue appear at the top.
What if a patient has opted out of recall outreach?
RevolutionEHR stores patient communication preferences. Patients marked as do-not-contact should be excluded by applying the appropriate recall filter in RevolutionEHR before WebRun runs.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.