Automated Zoobook Program Fee Reminders
Every Monday, WebRun opens Zoobook Systems, finds patients behind on their weekly or daily program fee, logs each balance and days overdue to a Google Sheet, and drafts a short payment reminder text through Twilio for billing staff to review and send, so no patient gets an unreviewed message about their balance.
How do I follow up on overdue opioid treatment program fees?
WebRun checks Zoobook Systems every Monday for patients behind on their program fee, logs the balance and days overdue to a Google Sheet, and drafts a short payment reminder text through Twilio for billing staff to review. Nothing is sent automatically, so every patient facing a balance conversation gets a message a human actually approved first.
- Overdue balances are logged every Monday instead of at month end
- Patients on an approved payment plan are never sent a reminder
- No payment reminder reaches a patient without billing staff approval
Built for OTP billing staff · methadone clinic office managers · OTP program directors · cash pay clinic administrators
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 - find patients behind on fees
zoobooksystems.com
WebRun opens Zoobook Systems to find patients behind on fees. - Open Zoobook Systems and pull the active patient roster with fee balances
- Filter for patients behind on their weekly or daily program fee
- Capture the balance owed and days overdue for each
- Exclude anyone on an approved payment plan or fee waiver
Done when Every patient behind on their program fee is listed with balance and days overdue.
-
2
Google Sheets - log balances and days overdue
google.com
WebRun opens Google Sheets to log balances and days overdue. - Open the Program Fee Balance tracker
- Add a row for each overdue patient with balance, days overdue, and payment plan status
- Sort by balance, largest first
Done when The tracker reflects this week's full overdue balance list, sorted by size.
-
3
Twilio - draft the payment reminder text
twilio.com
WebRun opens Twilio to draft the payment reminder text. - Draft a short, polite payment reminder text for each overdue patient
- Leave every reminder unsent in the queue for a staff member to review
- Never send a reminder on its own. billing staff must approve and send it
Done when A draft reminder text is queued for every overdue patient, with none sent automatically.
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 balance without approval?
No. WebRun only drafts the payment reminder text in Twilio and leaves it unsent. Billing staff review and send every reminder, so no patient gets a message on its own.
Does it exclude patients already on a payment plan?
Yes. Anyone with an approved payment plan or an active fee waiver on file in Zoobook Systems is excluded from the overdue list and never gets a reminder drafted.
What if a patient paid over the weekend?
It reads the live fee balance in Zoobook Systems each Monday, so anyone who already paid drops off the overdue list and no reminder is drafted for them.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.