Automated ModMed New Patient Intake Routing
Every morning, WebRun opens ModMed and identifies patients registered in the past 24 hours, reviews each referral diagnosis, insurance type, and appointment type request, routes them to the appropriate provider or sub-specialty, logs the intake details in Airtable, and posts a routing summary to Slack so the right team member reaches out and no new patient waits more than a day for contact.
How do I automatically route new orthopedic patients to the right provider on the day they register?
WebRun reviews ModMed every morning for new patient registrations from the past 24 hours, matches each to the right orthopedic provider based on diagnosis and insurance, logs intake details in Airtable, and posts a routing summary to Slack. The assigned provider team gets a same-day alert so every new patient has a follow-up contact before the day ends.
- Every new patient is routed to the right provider on the same day they register
- Intake decisions are logged in Airtable with no manual data entry
- Incomplete registrations are flagged before routing so no patient is misdirected
Built for orthopedic intake coordinators · practice managers · orthopedic schedulers · front office teams
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
www.modmed.comin a real browser with your saved login - no setup, no API keys. -
1
ModMed - identify new patient registrations and referral details
modmed.com
WebRun opens ModMed to identify new patient registrations and referral details. - Open ModMed and filter new patient records created in the last 24 hours
- Capture the referral diagnosis, insurance payer, appointment type requested, and referring provider for each
- Identify the appropriate orthopedic sub-specialty or provider based on diagnosis and payer requirements
Done when Each new patient has a routing decision based on diagnosis, insurance, and provider availability.
-
2
Airtable - log intake routing decisions and patient details
airtable.com
WebRun opens Airtable to log intake routing decisions and patient details. - Open the New Patient Intake Tracker in Airtable
- Add a record for each new patient with their diagnosis, insurance, assigned provider, and referral source
- Set the intake status to Pending Contact so the assigned team can track follow-up
Done when All new patients are logged in Airtable with their assigned provider and Pending Contact status.
-
3
Slack - alert the assigned provider team to follow up
slack.com
WebRun opens Slack to alert the assigned provider team to follow up. - Post a routing summary to the intake coordination Slack channel
- List each new patient with their diagnosis category, assigned provider, and insurance type
- Tag the relevant provider team so the right person sees the alert
Done when Each provider team has a Slack notification about their newly assigned patients from the past 24 hours.
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 new patients to confirm their appointment automatically?
No. WebRun routes the patient internally and alerts the assigned provider team in Slack. Any patient-facing communication is drafted for staff review first, keeping PHI protected and the first impression human.
How does it decide which provider to assign?
It matches the referral diagnosis to your configured provider-specialty map and checks insurance payer requirements for network routing. You define the routing logic once and WebRun applies it consistently to every new registration.
What if a new patient's information is incomplete?
Patients with missing insurance, diagnosis, or appointment type details are flagged separately in the Airtable tracker so intake staff can complete the record before a routing decision is made.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.