Automated QGenda Preference Card Alerts
Every night, WebRun opens QGenda, reads tomorrow's scheduled procedure for every case, checks it against the surgeon's preference card log in a Google Sheet, flags any mismatch between the booked procedure and the card on file, and emails your OR supply coordinator in Outlook to correct it before the morning.
How do I catch preference card mismatches before a case starts?
WebRun checks tomorrow's scheduled procedures in QGenda every night against the surgeon's preference card log in Google Sheets, flagging any case where the booked procedure doesn't match a card on file. It emails your OR supply coordinator in Outlook with every mismatch, so trays get corrected before the morning instead of at the table.
- Preference card mismatches get caught the night before instead of at the table
- Supply coordinators get the surgeon and case named, not a generic warning
- No tray list changes automatically, so a person always makes the correction
Built for OR supply coordinators · surgical services directors · perioperative schedulers · sterile processing leads
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 - read tomorrow's scheduled procedures
qgenda.com
WebRun opens QGenda to read tomorrow's scheduled procedures. - Open QGenda and pull tomorrow's scheduled procedure for every case
- Note the assigned surgeon and the exact procedure booked for each
Done when Tomorrow's full case and procedure list is captured by surgeon.
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2
Google Sheets - check the surgeon's preference card log
google.com
WebRun opens Google Sheets to check the surgeon's preference card log. - Open the Preference Card Log sheet
- Check the procedure booked in QGenda against the surgeon's card on file for that procedure type
- Flag any case where the booked procedure doesn't match a card on file, or the card looks outdated
Done when Every case has been checked against the current preference card log.
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3
Outlook - alert the supply coordinator to any mismatch
microsoft.com
WebRun opens Outlook to alert the supply coordinator to any mismatch. - Email the OR supply coordinator a list of every flagged mismatch
- Name the case, the surgeon, and what looked wrong with the card
- Leave the correction to the coordinator. Do not change any tray list on your own
Done when The supply coordinator has an emailed list of tonight's preference card mismatches.
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 update the tray list itself?
No. It only flags the mismatch by email. Correcting the tray or updating the preference card is still your OR supply coordinator's call.
Where does the preference card data come from?
From the Preference Card Log your team keeps in Google Sheets. WebRun checks each scheduled procedure against that log, it doesn't invent card data on its own.
What counts as a mismatch?
A booked procedure with no matching card on file, or a card that looks outdated against the current QGenda booking. Both get flagged for the coordinator to review.
Related templates
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