Send Patient Intake Forms Automatically
Every morning, WebRun checks the schedule for new-patient appointments two days out, generates a personalised DocuSign intake envelope for each one, drafts an email with the link, and queues the drafts for staff to review and send.
How can I automatically send intake forms to patients before their appointment?
Every morning, WebRun checks the schedule for new-patient appointments two days out, generates a personalised DocuSign intake envelope for each one, drafts an email with the form link, and queues the drafts for staff to review and send - so paperwork arrives before the patient does.
- Every new patient receives their intake form two days before the visit
- In-clinic paperwork time eliminated for pre-registered patients
- Drafts reviewed by staff before any form link is sent
Built for medical practices · dental clinics · allied health providers · clinic administrators
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
apps.docusign.comin a real browser with your saved login - no setup, no API keys. -
1
Practice management - find upcoming new-patient slots
- Filter the schedule to new-patient appointments scheduled two days from today
- Capture patient name, date of birth, appointment time, and email address
- Skip any patient who has already completed intake for this visit
Done when A list of new patients needing intake forms is ready.
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2
DocuSign - create intake envelope
docusign.com
WebRun opens DocuSign to create intake envelope. - Open DocuSign and use your intake template to create a personalised envelope for each patient
- Pre-fill name, DOB, and appointment date in the template fields
- Save the envelope as a draft - do not send yet
Done when A personalised DocuSign envelope exists for every new patient.
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3
Gmail - draft intake-form email
gmail.com
WebRun opens Gmail to draft intake-form email. - Draft a warm email to each patient introducing the practice and sharing the DocuSign link
- Include a note asking them to complete the form at least 24 hours before arrival
- Save to Drafts - do not send yet
Done when A personalised draft email sits in Gmail for each new patient.
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4
Slack - notify staff of pending sends
slack.com
WebRun opens Slack to notify staff of pending sends. - Post a checklist to the front-desk channel showing each draft and the patient's appointment time
- Remind staff to review and send by end of business
Done when Front desk has been notified of all pending intake-form emails.
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 send the intake email automatically?
No. The email sits as a Gmail draft and the DocuSign envelope is saved but not dispatched until a staff member reviews both and clicks Send.
What intake forms does it use?
It uses the DocuSign template your practice has already set up. WebRun simply personalises and creates the envelope - no new forms are created without your template.
What if the patient has no email address on file?
WebRun flags those patients separately in Slack so the front desk can follow up by phone or mail.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.