Automated Patient Balance Collection Reminders
Every Monday, WebRun opens Office Practicum, finds patient balances that are 30 or more days overdue, drafts a polite payment reminder for each family, stages the drafts in Gmail for your billing coordinator to review, and logs the full outstanding list in QuickBooks for reconciliation.
How can a pediatric practice automatically follow up on overdue patient balances?
WebRun opens Office Practicum every Monday, finds patient balances 30 or more days overdue, and drafts a polite payment reminder for each family in Gmail. Your billing coordinator reviews every draft before it is sent, and outstanding balances are logged in QuickBooks for end-of-week reconciliation.
- Overdue balances are followed up every week without staff manually drafting each reminder
- Billing coordinators review and send only the messages they approve, reducing billing disputes
- QuickBooks stays current with outstanding patient receivables for accurate financial reporting
Built for pediatric billing coordinators · practice managers · medical billing staff · 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 - find overdue patient balances
officepracticum.com
WebRun opens Office Practicum to find overdue patient balances. - Open Office Practicum and navigate to the patient balance or accounts receivable report
- Filter for patient-responsible balances 30 or more days overdue
- Capture family name, balance amount, days overdue, and contact email for each
Done when Every overdue patient balance is listed with contact details and amount.
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2
Gmail - stage draft payment reminders for review
gmail.com
WebRun opens Gmail to stage draft payment reminders for review. - Draft a polite, on-brand payment reminder email for each family with the balance amount and a link to your patient payment portal
- Leave every draft unsent in Gmail Drafts for the billing coordinator to review
- Do not send any payment-related email to families automatically
Done when A review-ready draft reminder exists in Gmail for each family with an overdue balance.
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3
QuickBooks - log outstanding balances for reconciliation
- Open QuickBooks and log each overdue patient balance as an outstanding receivable item
- Update existing entries where the balance has changed since last week
Done when QuickBooks reflects the current outstanding patient balances from Office Practicum.
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 email families about their balance without my approval?
No. Every payment reminder is drafted in Gmail and left for your billing coordinator to review and approve before any email reaches a family.
What if a family has a payment plan in place?
Staff can exclude specific accounts from the run by flagging them in Office Practicum before Monday morning. Any account flagged is skipped automatically.
Does it handle hardship or charity-care accounts?
It reads balance and account status from Office Practicum. Accounts your team has marked as charity care or hardship can be excluded using Office Practicum's account flags, and WebRun will skip them.
Related templates
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