Automated Pediatric Vaccine Care Gap Outreach
Every Monday, WebRun opens Office Practicum, reviews the immunization records for your active patient panel to identify children with overdue or missing vaccines per the CDC schedule, drafts a personalized outreach message for each family, queues the drafts in Gmail for care-coordinator review, and logs the full gap list in Google Sheets.
How can a pediatric practice automatically identify and reach out about vaccine care gaps?
WebRun reviews your active patient panel in Office Practicum every Monday, using VacLogic immunization data to identify children with overdue or missing vaccines per the CDC schedule. It drafts a personalized outreach email for each family and queues every draft in Gmail for your care coordinator to review, so vaccine care gaps are addressed proactively and systematically.
- Vaccine care gaps are identified and outreach is drafted weekly without staff manually reviewing every chart
- Immunization rates improve because every gap patient receives a timely, specific reminder
- Care coordinators review all outreach before sending, ensuring messages are appropriate and accurate
Built for pediatric care coordinators · immunization nurses · practice managers · pediatric practices
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.officepracticum.comin a real browser with your saved login - no setup, no API keys. -
1
Office Practicum - identify patients with vaccine care gaps
officepracticum.com
WebRun opens Office Practicum to identify patients with vaccine care gaps. - Open Office Practicum and use VacLogic or the immunization reporting tools to identify patients with overdue or missing vaccines per the CDC immunization schedule
- Capture each patient's name, date of birth, the specific vaccines overdue, and guardian contact email
- Skip patients who already have an upcoming appointment scheduled for immunization
Done when Every patient with an identified vaccine care gap is listed with the specific missing vaccines and contact details.
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2
Gmail - stage draft outreach messages for care-coordinator review
gmail.com
WebRun opens Gmail to stage draft outreach messages for care-coordinator review. - Draft a warm, personalized outreach email for each family naming the specific vaccines their child is due for
- Include a link to your patient portal or scheduling page to make booking easy
- Leave every draft unsent in Gmail Drafts for the care coordinator to review before sending
Done when A review-ready draft outreach email exists in Gmail for each family with an identified care gap.
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3
Google Sheets - log care gap outreach tracking list
google.com
WebRun opens Google Sheets to log care gap outreach tracking list. - Open the care gap outreach tracking sheet
- Log each patient with their specific care gap, draft status, and the week the outreach was staged
- Mark gaps as closed when the care coordinator updates the sheet after a patient schedules or completes their vaccines
Done when All identified vaccine care gaps are logged in the sheet with outreach status tracked.
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 families about missing vaccines without staff approval?
No. Every outreach message is drafted in Gmail and held for your care coordinator to review before it is sent to any family. No patient-facing communication goes out automatically.
How does it know which vaccines are overdue for each child?
It uses the immunization schedule data in Office Practicum, including VacLogic forecasting, to compare each child's recorded immunization history against the CDC schedule and identify specific gaps.
What if a family already has an appointment booked to catch up on vaccines?
It checks for existing upcoming appointments in Office Practicum and skips any patient who already has one scheduled, so families are not contacted about care gaps they are already addressing.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.