Automated QGenda Unfilled Slot Fill Drafts
Every morning, WebRun opens QGenda, finds block time within the next 14 days that still has no case booked, checks which surgeons are eligible and have room for an additional case, drafts an outreach email offering the slot in Gmail for your scheduling office to review, and notifies the office in Microsoft Teams.
How do I fill unbooked OR block time before it goes to waste?
WebRun scans QGenda every morning for block time within 14 days that still has no case booked, checks which surgeons in that service line are eligible, and drafts an outreach email offering the slot in Gmail. It notifies your scheduling office in Microsoft Teams, so unfilled time gets offered out with review, instead of going to waste.
- Unfilled slots get an outreach draft ready two weeks out instead of a day out
- No slot gets offered to two surgeons at once because a human sends every draft
- Scheduling offices spend minutes reviewing drafts instead of writing outreach from scratch
Built for OR scheduling offices · surgical services directors · perioperative schedulers · hospital operations managers
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 - find block time with no case booked
qgenda.com
WebRun opens QGenda to find block time with no case booked. - Open QGenda and find block time within the next 14 days with no case booked
- Check each open slot's service line, room, and remaining hours
- Identify surgeons within that service line who could take an additional case
Done when Every unfilled slot within 14 days is listed with its service line and eligible surgeons.
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2
Gmail - draft an outreach offer for eligible surgeons
gmail.com
WebRun opens Gmail to draft an outreach offer for eligible surgeons. - Draft a short outreach email offering the open slot to each eligible surgeon's office
- Include the date, room, service line, and how many hours are available
- Leave every draft unsent in Gmail for your scheduling office to review, choose a recipient, and send
Done when A Gmail draft exists for every unfilled slot, ready for the scheduling office to send.
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3
Microsoft Teams - notify the office that drafts are ready
microsoft.com
WebRun opens Microsoft Teams to notify the office that drafts are ready. - Message the scheduling office channel that new fill drafts are ready in Gmail
- Include the count of unfilled slots and which are closest to their date
Done when The scheduling office is notified in Teams that today's fill drafts are ready.
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 offer the slot to a surgeon automatically?
No. The outreach is always saved as a Gmail draft. Your scheduling office picks the recipient, edits it if needed, and sends it, so no slot gets offered to two people by mistake.
How does it decide who is eligible?
It checks QGenda for surgeons within the same service line as the open slot who have room in their own schedule for an additional case that day.
How close to the date does it look?
It scans the next 14 days every morning, so a slot gets a chance to be offered and filled well before it's too late to book a case into it.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.