Close every physical therapy referral loop before patients fall through
Every Monday, WebRun opens ModMed and reviews physical therapy referrals placed in the past 30 days, identifies patients who have not yet scheduled or attended their first PT visit, logs the open referrals in Airtable, and posts a follow-up list to Slack so care coordinators can close the loop before patients disengage from their rehab plan.
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How do I track and close outstanding physical therapy referrals for orthopedic patients?
WebRun reviews ModMed every Monday for physical therapy referrals placed in the past 30 days and identifies patients who have not yet scheduled or attended their first PT session. Open referrals are logged in Airtable and a prioritized follow-up list is posted to Slack so care coordinators can close every loop before patients disengage from their rehab plan.
- Every PT referral is monitored weekly so no patient quietly disengages from rehab
- High-priority referrals older than 14 days are surfaced first in the weekly report
- Care coordinators work from a single Airtable tracker rather than hunting through charts
Built for orthopedic care coordinators · orthopedic practice managers · physical therapy referral staff · orthopedic surgeons
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.modmed.comin a real browser with your saved login - no setup, no API keys. -
1
ModMed - review PT referrals and appointment status
modmed.com How to Automate ModMed
WebRun opens ModMed to review PT referrals and appointment status. - Open ModMed and filter referrals to Physical Therapy placed in the past 30 days
- Identify patients with no PT appointment scheduled or no completed PT visit on record
- Note the referring provider, referral date, diagnosis, and patient contact details for each
Done when All open PT referrals with no confirmed scheduling or attendance are identified and listed.
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2
Airtable - log open referrals for tracking
airtable.com How to Automate Airtable
WebRun opens Airtable to log open referrals for tracking. - Open the PT Referral Loop Tracker in Airtable
- Add or update records for each open referral with the days since referral, diagnosis, and referring provider
- Flag referrals more than 14 days old with no patient action as high-priority
Done when All open PT referrals are logged in Airtable with priority flags assigned.
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3
Slack - post weekly follow-up list to care coordinators
slack.com How to Automate Slack
WebRun opens Slack to post weekly follow-up list to care coordinators. - Post the weekly PT referral follow-up list to the care coordination Slack channel
- List high-priority referrals first with days since referral and referring provider
- Include a link to the full Airtable tracker for the team to work from
Done when Care coordinators have this week's PT referral follow-up list in Slack with priority flags visible.
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 about their PT referral automatically?
No. WebRun surfaces the open referral list in Slack for your care coordinators to act on. Any patient outreach is drafted for human review first, keeping PHI protected and communication personalized.
How does it know if a patient attended PT?
It reads the referral and appointment records in ModMed to check whether a PT visit has been scheduled and whether an encounter note has been received, flagging patients where neither has occurred.
Can it track referrals to specific PT providers or clinics?
Yes. The Airtable tracker records the PT provider or clinic listed on each referral, so coordinators can see not just who has not gone but where they were sent and who to contact about status.
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