Automated Orthodontic No-Show Recovery
Every afternoon, WebRun opens Cloud9 Ortho, finds appointments marked as no-show or missed earlier that day, drafts a recovery message for each patient or guardian in Gmail, and notifies the front desk in Slack so staff can review and reach out before the day ends.
How do I automatically follow up with orthodontic patients who missed their appointment?
Every afternoon, WebRun opens Cloud9 Ortho, finds appointments marked as no-show or missed earlier that day, and drafts a recovery message for each patient or guardian in Gmail. Staff review and send each draft the same day, maximizing the chance of rescheduling while the missed appointment is still fresh.
- No-shows are followed up the same day before the scheduling window closes
- Front desk staff have ready-made drafts rather than writing recovery emails under time pressure
- No recovery message 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
app.cloud9ortho.comin a real browser with your saved login - no setup, no API keys. -
1
Cloud9 Ortho - find today's no-show appointments
- Open Cloud9 Ortho and filter today's appointments for those marked as no-show or missed
- Capture patient name, guardian contact email, appointment type, provider, and scheduled time for each
- Note whether the patient has a history of prior no-shows
Done when All of today's no-show appointments are listed with patient contact details.
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2
Gmail - draft recovery messages
gmail.com
WebRun opens Gmail to draft recovery messages. - Draft a friendly recovery message for each no-show patient or guardian
- Acknowledge the missed appointment and invite them to reschedule as soon as possible
- Save each message as a Gmail draft, leaving it unsent for staff review
Done when One draft recovery message per no-show is saved in Gmail, unsent.
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3
Slack - alert front desk
slack.com
WebRun opens Slack to alert front desk. - Post a summary to the front-desk Slack channel listing today's no-shows and the count of drafts ready
- Include a link to the Gmail drafts folder
Done when Front desk staff have a Slack alert and can review and send the recovery drafts before the day ends.
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 contact no-show patients without staff approval?
No. Every recovery message is saved as a Gmail draft and left unsent. A front-desk staff member reviews and sends each one, so no patient or guardian receives a message without human sign-off.
What does the recovery message say?
It acknowledges the missed appointment warmly, without judgment, and encourages the patient or guardian to reschedule soon. You can give WebRun a tone or example message and it will match your practice's voice.
What if a patient already called to reschedule after the no-show?
Staff should delete the draft if the patient has already been in contact. The automation flags the no-show; the staff member checks status before sending.
Related templates
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