Automated Orthodontic Appointment Reminders
Every morning, WebRun opens Cloud9 Ortho, finds appointments scheduled for the next two days, drafts a personalized reminder for each patient or guardian, and queues the messages in Gmail for staff review before any communication goes out.
How do I automate appointment reminders for orthodontic patients?
Every morning, WebRun opens Cloud9 Ortho, finds appointments in the next 48 hours, and drafts a personalized reminder for each patient or guardian in Gmail. Staff review and send each draft, so no message reaches a patient without approval. The Slack notification tells the front desk exactly how many drafts are waiting.
- No-show rates drop because patients get timely, personalized reminders
- Front-desk staff save time on manual outreach each morning
- Every reminder goes out only after human review, keeping the practice compliant
Built for orthodontic practices · orthodontists · dental office front desk · ortho practice managers
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.cloud9ortho.comin a real browser with your saved login - no setup, no API keys. -
1
Cloud9 Ortho - pull upcoming appointments
- Open Cloud9 Ortho and navigate to the appointment schedule
- Filter for appointments in the next 48 hours
- Capture patient name, guardian contact, appointment time, provider, and visit type for each
Done when All upcoming appointments for the next two days are listed with their details.
-
2
Gmail - draft patient reminders
gmail.com
WebRun opens Gmail to draft patient reminders. - Draft a personalized reminder for each patient or guardian using the appointment details
- Include the date, time, provider name, and any prep instructions relevant to the visit type
- Save each message as a draft in Gmail, leaving it unsent for staff review
Done when One draft reminder per upcoming appointment is saved in Gmail, unsent.
-
3
Slack - notify staff to review drafts
slack.com
WebRun opens Slack to notify staff to review drafts. - Post a short summary to the front-desk Slack channel listing how many drafts are ready
- Include a direct link to the Gmail drafts folder
Done when Staff have a Slack notification and can review and send the drafts at their discretion.
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 send messages to patients without staff approval?
No. Every reminder is saved as a Gmail draft and left unsent. A staff member reviews and sends each one, so no patient or guardian receives a message without human sign-off.
Can it handle reminders for both patients and guardians?
Yes. WebRun reads the contact on file in Cloud9 Ortho and addresses the reminder to the patient or guardian as recorded, using whichever email is listed.
What if an appointment is canceled after the draft is created?
The draft simply sits unsent until staff review it. If the appointment was canceled, staff can delete the draft before sending. Running the automation again each morning keeps the list fresh.
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