Automated Orthodontic Consultation Follow-Up
Every morning, WebRun opens Cloud9 Ortho, finds consultations from the past two days that have not yet converted to a treatment contract, drafts a warm follow-up for each prospective patient or guardian, saves the drafts in Gmail, and notifies the treatment coordinator in Slack to review before sending.
How do I automatically follow up with orthodontic treatment consultation prospects?
Every morning, WebRun opens Cloud9 Ortho, finds consultations from the past 48 hours that have not converted to a signed treatment contract, and drafts a warm follow-up for each prospective patient or guardian in Gmail. The treatment coordinator reviews and sends each draft, keeping every follow-up personal and on-brand.
- Unconverted consultations get a personal follow-up before interest fades
- Treatment coordinators spend time on conversations, not writing follow-up emails from scratch
- No outreach goes to a prospective patient without coordinator sign-off
Built for orthodontic practices · orthodontic treatment 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.
-
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 unconverted consult records
- Open Cloud9 Ortho and filter for consultations completed in the past 48 hours
- Identify records that have not moved to a signed treatment contract
- Capture prospect name, guardian contact, treating doctor, and any treatment notes for each
Done when Every recent unconverted consultation is listed with contact details and treatment context.
-
2
Gmail - draft follow-up messages
gmail.com
WebRun opens Gmail to draft follow-up messages. - Draft a warm, personalized follow-up for each prospective patient or guardian
- Reference the treatment discussed and invite them to ask questions or schedule their start date
- Save each message as a Gmail draft, leaving it unsent for treatment coordinator review
Done when One draft follow-up per unconverted consultation is saved in Gmail, unsent.
-
3
Slack - notify treatment coordinator
slack.com
WebRun opens Slack to notify treatment coordinator. - Post a message to the treatment coordinator's Slack channel listing how many follow-up drafts are ready
- Include a link to the Gmail drafts folder
Done when The treatment coordinator has a Slack notification 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 follow-up messages without the treatment coordinator reviewing them?
No. Every follow-up is saved as a Gmail draft and left unsent. The treatment coordinator reviews and sends each message, so no prospective patient or guardian receives outreach without human approval.
How does it know a consultation has not converted?
It checks Cloud9 Ortho for consultation records from the past 48 hours that have no associated signed treatment contract, flagging only those still in the decision stage.
What if a prospect already signed a contract the same morning?
WebRun reads the live status in Cloud9 Ortho each run. If a contract was signed before the run, that record is not flagged. The coordinator should also discard any draft if conversion happened after the run.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.