Get every new admission through intake without a missed step
Every morning, WebRun opens Zoobook Systems, checks each new admission against the required intake checklist, consents, initial history and physical, first drug screen, and initial dose order, logs the status of each item to a Google Sheet, and texts the assigned counselor through Twilio the moment every step is complete.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I track whether a new admission has completed every required intake step?
WebRun checks Zoobook Systems every morning for new admissions still missing a required intake item, consent, initial history and physical, drug screen, or first dose order, and logs status to a Google Sheet. The moment every item for an admission clears, it texts the assigned counselor through Twilio, so intake completion is never missed or discovered late.
- Incomplete admissions surface every morning instead of days into treatment
- Counselors are texted the same day intake is fully complete
- Every checklist item is tracked in one log instead of scattered charts
Built for OTP intake coordinators · methadone clinic counselors · OTP front desk staff · clinic admissions teams
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.zoobooksystems.comin a real browser with your saved login - no setup, no API keys. -
1
Zoobook Systems - check intake checklist status
zoobooksystems.com How to Automate Zoobook Systems
WebRun opens Zoobook Systems to check intake checklist status. - Open Zoobook Systems and pull admissions from the past 3 days
- Check for signed treatment consent, the confidentiality release, and initial history and physical
- Check for an initial drug screen result and a first dose order from the medical director
- Note any missing item and how many days since admission
Done when Every recent admission's checklist status is checked item by item.
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2
Google Sheets - log checklist status per admission
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log checklist status per admission. - Open the New Admission Checklist tracker
- Add or update a row per admission with each item marked complete or missing
- Sort incomplete admissions to the top by days since admission
Done when The tracker reflects current checklist status for every recent admission.
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3
Twilio - text the assigned counselor on completion
twilio.com How to Automate Twilio
WebRun opens Twilio to text the assigned counselor on completion. - Text the assigned counselor the moment every checklist item for their new admission is complete
- Include the patient's initials and admission date in the text
- Send nothing while any required item is still missing
Done when The assigned counselor is texted the same day intake is fully complete.
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
Does it complete any intake step itself, like signing a consent?
No. WebRun only checks whether each required item, consent, screen, dose order, is already recorded in Zoobook Systems. Completing the actual intake step stays with clinical and front desk staff.
What is on the intake checklist it checks?
Signed treatment consent, the confidentiality release for substance use records, an initial history and physical, a first drug screen result, and an initial dose order from the medical director.
How quickly does the counselor find out intake is complete?
The same day the last item is recorded in Zoobook Systems, since the check runs every morning and texts the counselor the moment every item clears.
Related templates
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