Automated Zoobook Counseling Session Reminders
Every Monday, WebRun opens Zoobook Systems, checks each patient's required counseling frequency against their phase, drafts a session reminder text through Twilio for anyone due this week, and emails each counselor their overdue caseload in Outlook so no required session slips past its window.
How do I make sure every patient gets counseling at their required frequency?
WebRun checks Zoobook Systems every Monday for each patient's required counseling frequency by phase, drafts a session reminder text through Twilio for anyone due this week, and emails each counselor their overdue caseload in Outlook. Counselors approve every reminder before it sends, so required sessions get followed up without a single unapproved text.
- Counseling due dates are checked every Monday against each patient's phase
- Counselors open their own overdue caseload instead of searching the full roster
- No reminder text reaches a patient without counselor review first
Built for OTP counselors · methadone clinic clinical directors · OTP compliance officers · behavioral health case managers
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.zoobooksystems.comin a real browser with your saved login - no setup, no API keys. -
1
Zoobook Systems - check counseling requirements by phase
zoobooksystems.com
WebRun opens Zoobook Systems to check counseling requirements by phase. - Open Zoobook Systems and pull the active caseload by counselor
- Check each patient's required counseling frequency for their current phase
- Compare against the date of their last completed session
- Flag anyone due this week and anyone already past their required window
Done when Every patient's counseling status is checked against their phase requirement.
-
2
Twilio - draft session reminder texts
twilio.com
WebRun opens Twilio to draft session reminder texts. - Draft a session reminder text for each patient due this week
- Leave every message unsent in the queue for a counselor to review
- Never send a reminder on its own. a counselor must approve and send it
Done when A draft reminder is queued for every patient due this week, with none sent automatically.
-
3
Outlook - email counselors their overdue caseload
microsoft.com
WebRun opens Outlook to email counselors their overdue caseload. - Email each counselor their own overdue caseload
- List patients past their required counseling window, longest overdue first
- Note the patient's phase so the counselor can prioritize
Done when Every counselor has their overdue caseload in their inbox.
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 text patients about their counseling session without review?
No. WebRun only drafts the reminder text in Twilio and leaves it unsent. A counselor reviews and sends every message, so no patient is contacted automatically.
How does it know how often a patient needs counseling?
It reads each patient's current phase in Zoobook Systems and applies that phase's required counseling frequency, so the requirement updates automatically as a patient's phase changes.
What if a session was already completed this week?
It reads the live session log each Monday, so anyone already seen this week is skipped and does not get a reminder or show up as overdue.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.