Automated Orthodontic Retainer Check Recall
Every Monday, WebRun opens Cloud9 Ortho, identifies patients in the retention phase who are due or overdue for a retainer check and have no upcoming appointment, drafts a recall message for each patient or guardian, saves it in Gmail for staff review, and posts a Slack summary so the retention list is never forgotten.
How do I automatically recall orthodontic patients due for a retainer check?
Every Monday, WebRun opens Cloud9 Ortho, finds retention patients who are overdue for a retainer check and have no upcoming appointment, and drafts a recall message for each in Gmail. Staff review and send each draft before any message reaches a patient or guardian, keeping the retention program active without adding manual work.
- Retention patients are recalled every week before check gaps become relapse risks
- Staff review ready-made drafts instead of building recall lists manually
- No retainer recall is sent without a staff member approving it first
Built for orthodontic practices · orthodontists · ortho treatment coordinators · dental retention program 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
app.cloud9ortho.comin a real browser with your saved login - no setup, no API keys. -
1
Cloud9 Ortho - find retention patients due for a check
- Open Cloud9 Ortho and filter for patients in the retention or post-treatment phase
- Identify patients whose last retainer check was beyond the expected recall interval and who have no upcoming appointment
- Capture patient name, guardian contact, debond date, last check date, and treating provider
Done when Every retention patient due for a retainer check is listed with contact details and last visit date.
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2
Gmail - draft retainer check recall messages
gmail.com
WebRun opens Gmail to draft retainer check recall messages. - Draft a friendly retainer check recall message for each patient or guardian
- Mention the importance of regular retainer checks and invite them to book an appointment
- Save each message as a Gmail draft, leaving it unsent for staff review
Done when One draft recall message per due retention patient is saved in Gmail, unsent.
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3
Slack - notify staff to review drafts
slack.com
WebRun opens Slack to notify staff to review drafts. - Post a summary to the clinical Slack channel with the count of retention patients due for a recall
- Include a link to the Gmail drafts folder
Done when Staff have a Slack summary and can review and send recall 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 contact patients without staff approval?
No. Every recall 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 message without human sign-off.
How does it decide a retainer check is due?
It compares the date of the patient's last retainer check in Cloud9 Ortho against your configured recall interval and flags anyone in retention with no upcoming appointment scheduled.
What if a patient has already scheduled a retainer check?
Cloud9 Ortho's live schedule is read each run, so patients with an upcoming retainer check already booked are skipped automatically.
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