Automated Orthodontic New Patient Records Collection
When a new patient is added to Dolphin Imaging, WebRun drafts a records collection message for the patient or guardian, listing the forms and documents needed before the first appointment, saves it as a Gmail draft for staff review, and notifies the front desk in Slack so nothing is forgotten before the patient arrives.
How do I automatically request records from new orthodontic patients?
When a new patient is added to Dolphin Imaging, WebRun drafts a records collection message for the patient or guardian in Gmail, listing all required forms and documents needed before the first visit. Staff review and send each draft, so no patient arrives without their records being collected and no message goes out without human approval.
- New patients receive a records request before their first appointment without staff having to remember to send it
- Front desk staff review ready-made drafts instead of writing intake emails from scratch
- No records request is sent without a staff member reviewing it first
Built for orthodontic practices · orthodontic front desk staff · 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
www.dolphinimaging.comin a real browser with your saved login - no setup, no API keys. -
1
Dolphin Imaging - detect new patient record
dolphinimaging.com
WebRun opens Dolphin Imaging to detect new patient record. - Open Dolphin Imaging and check for newly added patient records since the last run
- Capture patient name, guardian contact email, first appointment date, and provider for each new record
- Note any records or forms already on file that can be excluded from the request
Done when Every new patient record added since the last run is identified with contact details and appointment date.
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2
Gmail - draft records collection request
gmail.com
WebRun opens Gmail to draft records collection request. - Draft a records collection message for each new patient or guardian
- List the required forms, consent documents, and insurance information needed before the first appointment
- Save each message as a Gmail draft, leaving it unsent for staff review
Done when One draft records collection request per new patient is saved in Gmail, unsent.
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3
Slack - notify front desk
slack.com
WebRun opens Slack to notify front desk. - Post a notification to the front-desk Slack channel listing each new patient and their upcoming appointment date
- Include a link to the Gmail drafts folder
Done when The front desk has a Slack alert for each new patient with a link to review the draft records request.
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 the records request to patients without staff approval?
No. Every records collection message is saved as a Gmail draft and left unsent. A staff member reviews and sends each one, so no patient or guardian receives a request without human sign-off.
What documents does it ask for?
WebRun drafts a request based on your standard new-patient checklist. You can customize the list of required forms, consent documents, and insurance details to match your intake workflow.
What if a patient already submitted records through an online form?
The staff member reviewing the draft can see what is already on file in Dolphin Imaging and delete the draft if records are already complete. The automation flags new entries; the staff member confirms before sending.
Related templates
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