Automated Orthodontic Contract Balance Reminders
Every Monday, WebRun opens topsOrtho, finds patient accounts with outstanding contract balances, drafts a polite payment reminder for each responsible party, saves the drafts in Gmail for staff review, and posts a summary to Slack so the billing team knows exactly how many accounts need attention.
How do I automate orthodontic contract balance payment reminders?
Every Monday, WebRun opens topsOrtho, finds patient accounts with overdue contract balances, and drafts a polite payment reminder for each responsible party in Gmail. Staff review and send each draft before any financial message reaches a family. A Slack billing summary shows the team the count and total outstanding balance.
- Outstanding balances are flagged every week before they age further
- Billing staff review ready-made drafts instead of writing reminders from scratch
- No payment communication goes out without staff approval
Built for orthodontic practices · orthodontic billing coordinators · ortho office managers · orthodontists
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
topsortho.comin a real browser with your saved login - no setup, no API keys. -
1
topsOrtho - find outstanding contract balances
topsortho.com
WebRun opens topsOrtho to find outstanding contract balances. - Open topsOrtho and navigate to the accounts receivable or contract balances report
- Filter for patient accounts with a balance past the due date
- Capture responsible party name, contact email, balance amount, and days overdue for each
Done when Every account with an outstanding contract balance is listed with contact details and balance amount.
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2
Gmail - draft payment reminders
gmail.com
WebRun opens Gmail to draft payment reminders. - Draft a polite, professional payment reminder for each responsible party
- Include the balance amount, the original due date, and instructions for making a payment
- Save each message as a Gmail draft, leaving it unsent for staff review
Done when One draft payment reminder per outstanding account is saved in Gmail, unsent.
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3
Slack - alert billing team
slack.com
WebRun opens Slack to alert billing team. - Post a billing summary to the Slack channel with the count of outstanding accounts and total balance
- Include a link to the Gmail drafts folder
Done when The billing team has a Slack summary and can review and send 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 payment reminders to families 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 financial communication goes to a patient or guardian without human sign-off.
What if a balance was paid after the report was pulled?
WebRun reads the live balance in topsOrtho each run. If a payment was posted before the run, that account is not included. Any draft already created should be reviewed and discarded if payment was received.
Can it handle payment plans with multiple responsible parties?
Yes. It addresses each reminder to the responsible party on file in topsOrtho, so accounts with a named guarantor or co-responsible party are handled correctly.
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