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Automated QGenda Add-On Case Slotting

Every hour during the OR day, WebRun opens QGenda, finds add-on cases that still have no room or time, checks open slots across today's and tomorrow's block schedule, places a tentative hold on the best fit in Google Calendar, and nudges your scheduling coordinator in Slack to confirm it.

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Runs on WebRun · Strict Lockdown policy
Every hour, 7 AM to 7 PM WebRunorchestrates each step
1 QGenda find add-on cases with no slot
2 Google Calendar hold the best open slot
3 Slack nudge the scheduler to confirm
In short

How do I get add-on cases slotted into the OR schedule quickly?

WebRun watches QGenda throughout the day for add-on cases with no room or time, checks open block gaps across every room, and places a tentative hold on the best fit in Google Calendar. It then nudges your scheduling coordinator in Slack to confirm, so urgent cases get slotted within the hour instead of sitting unassigned.

  • Add-on cases get a proposed room and time within the hour instead of sitting unslotted
  • Scheduling coordinators confirm with one click instead of hunting for open time
  • Urgent cases with no open fit get escalated instead of forced into the wrong room

Built for OR scheduling coordinators · surgical services managers · perioperative schedulers · hospital OR leadership

Step by step

What does WebRun do on every run?

The exact actions WebRun takes, in order - in plain language, so you can adjust anything.

  1. WebRun signs in and gets to work

    Opens www.qgenda.com in a real browser with your saved login - no setup, no API keys.

  2. 1
    QGenda - find add-on cases with no slot
    qgenda.com
    WebRun in QGenda: find add-on cases with no slot
    WebRun opens QGenda to find add-on cases with no slot.
    • Open QGenda and filter for add-on or unscheduled cases
    • Capture the procedure, requesting surgeon, and urgency for each
    • Check current open block time and gaps across all rooms for today and tomorrow

    Done when Every unslotted add-on case has a shortlist of open rooms and times.

  3. 2
    Google Calendar - hold the best open slot
    calendar.google.com
    WebRun in Google Calendar: hold the best open slot
    WebRun opens Google Calendar to hold the best open slot.
    • Create a tentative hold on the best fit open slot for each add-on case
    • Label the hold as tentative and include the surgeon and procedure
    • Leave the hold unconfirmed. Do not finalize a booking on your own

    Done when A tentative hold exists on the shared OR calendar for every add-on case.

  4. 3
    Slack - nudge the scheduler to confirm
    slack.com
    WebRun in Slack: nudge the scheduler to confirm
    WebRun opens Slack to nudge the scheduler to confirm.
    • Post each tentative hold to the scheduling coordinator's Slack channel
    • Ask the coordinator to confirm or reassign the slot
    • Flag any add-on case with no open slot found so it can be escalated

    Done when The scheduling coordinator has every add-on case queued for a one click confirm.

Run settings

How is each run configured?

Starting pageWhere Chrome opens at the start of each run
www.qgenda.com
ScheduleRuns automatically on this cadence
Every hour, 7 AM to 7 PM
DeliveryHow each run's result reaches you
Add-on slotting queue · Slack
OutputWhat each run produces - A list of add-on cases with a proposed room, time, and a tentative calendar hold awaiting confirmation.
Text
Setup & safety

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.

Your credentials stay in your own private environment - WebRun never stores your passwords.
Strict Lockdown

Every action is checked against this policy before it runs.

Domains ALLOWLIST
Typed input ALLOW
Shell command BLOCK
File uploads BLOCK
Runs in a contained environment More on policies
Good to know

Questions, answered

Does it book the add-on case on its own?

No. It places a tentative hold on the calendar and leaves it for your scheduling coordinator to confirm. Nothing is finalized without a human clicking confirm.

How does it pick which slot to offer?

It checks open block time and gaps across all rooms for today and tomorrow in QGenda, then holds the earliest slot that fits the procedure's typical length.

What happens if no slot fits?

It flags that add-on case as unslotted in Slack instead of forcing a bad fit, so your coordinator can escalate it or extend a room's day.

Keep going

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QGenda›Google Calendar›Gmail›Slack
Automated QGenda Credential Expiry Tracking
WebRun checks every surgeon and staff credential logged in QGenda each Monday, flags anything expiring within 60 days, logs it to a Google Sheet, posts a Slack digest to your credentialing office, and drafts renewal reminder emails in Gmail for review.
QGenda›Google Sheets›Gmail›Slack
Automated QGenda First Case Start Alerts
WebRun checks today's first cases in QGenda before the OR day begins, flags any room missing a confirmed surgeon, anesthesia, or circulator assignment, and alerts your charge nurse in Outlook and Slack so gaps get filled before the first incision.
QGenda›Outlook›Slack

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