Automated QGenda Case Cancellation Follow-Ups
Every hour, WebRun checks QGenda for newly canceled cases, marks the freed block as open on the shared Google Calendar, drafts a rebooking outreach email to the surgeon's office in Gmail for your scheduling team to review, and posts the open time to Slack so another service can claim it.
How do I follow up quickly when an OR case gets canceled?
WebRun checks QGenda every hour for newly canceled cases, marks the freed time as open on the shared Google Calendar, and drafts a rebooking outreach email to the surgeon's scheduler in Gmail for your coordinator to review. It also posts every opening to Slack, so a cancellation turns into a fast rebooking instead of quiet lost time.
- Freed OR time gets posted within the hour instead of discovered days later
- Rebooking outreach is ready to send, not written from scratch each time
- No outreach email reaches a surgeon's office without a coordinator's review
Built for OR scheduling coordinators · surgical services managers · perioperative schedulers · hospital OR leadership
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.qgenda.comin a real browser with your saved login - no setup, no API keys. -
1
QGenda - spot newly canceled cases
qgenda.com
WebRun opens QGenda to spot newly canceled cases. - Open QGenda and check for cases canceled since the last run
- Note the room, date, freed time, and the surgeon whose case canceled
- Check whether a waitlisted or add-on case could already fill the slot
Done when Every newly canceled case is captured with its freed time and room.
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2
Google Calendar - mark the freed time as open
calendar.google.com
WebRun opens Google Calendar to mark the freed time as open. - Mark the freed block as open on the shared OR calendar
- Note the original surgeon and procedure in the calendar entry for reference
Done when The shared calendar reflects every newly freed block as open.
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3
Gmail - draft a rebooking outreach email
gmail.com
WebRun opens Gmail to draft a rebooking outreach email. - Draft a short email to the canceling surgeon's scheduler asking whether they would like to rebook the freed time
- Leave the draft unsent in Gmail for your scheduling coordinator to review, edit, and send
- Never send the outreach automatically
Done when A Gmail draft exists for every cancellation, waiting for your coordinator's review.
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4
Slack - post the opening to the scheduling team
slack.com
WebRun opens Slack to post the opening to the scheduling team. - Post the freed time and room to the OR scheduling Slack channel
- Flag it as available for another service to claim if the original surgeon doesn't rebook
Done when The scheduling team has every open slot from today's cancellations in Slack.
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 contact the surgeon's office without approval?
No. The rebooking outreach is always saved as a Gmail draft. Your scheduling coordinator reviews, edits, and sends it, so nothing goes out on its own.
Does it double book the freed time?
No. It only marks the block as open on the shared calendar and posts it to Slack. Assigning a new case to that slot is still your scheduling team's decision.
How quickly does a cancellation get flagged?
Within the hour. It checks QGenda for new cancellations every hour during the OR day, so an open slot rarely sits unnoticed for long.
Related templates
Put this on autopilot.
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