Automated Pediatric Therapy Patient Balance Reminders
Every Monday morning, WebRun opens WebPT and finds families with outstanding patient balances over 14 days old, drafts a courteous balance reminder email for each family, stages every draft in Gmail for billing staff review before sending, and posts the weekly collections list to Slack with balances ranked by age and amount.
How do I automate patient balance reminders for a pediatric therapy practice?
WebRun opens WebPT every Monday morning, finds families with outstanding balances over 14 days, drafts a courteous balance reminder for each family in Gmail for billing staff review, and posts a priority-ranked collections list to Slack so the team can recover patient balances before they age into write-offs.
- Outstanding balances are chased weekly before they age into write-offs
- Billing staff review a ranked list and ready-to-send drafts rather than pulling reports manually
- Families who have already paid are automatically excluded from the current week's list
Built for pediatric therapy billing teams · pediatric occupational therapy offices · pediatric speech therapy practices · pediatric physical therapy clinics
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.webpt.comin a real browser with your saved login - no setup, no API keys. -
1
WebPT - identify families with outstanding balances
webpt.com
WebRun opens WebPT to identify families with outstanding balances. - Open WebPT and navigate to the billing or patient accounts section
- Filter for patient balances outstanding more than 14 days
- Capture family name, balance amount, oldest charge date, and contact email
- Sort by balance amount descending, then by days outstanding
Done when All families with outstanding balances over 14 days are listed with amounts and contact details.
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2
Gmail - draft balance reminder for family for staff review
gmail.com
WebRun opens Gmail to draft balance reminder for family for staff review. - Draft a courteous, on-brand balance reminder email for each family
- Include the outstanding amount, a brief explanation, and payment instructions or a portal link
- Use a warm tone appropriate for a pediatric healthcare setting
- Leave every draft unsent in Gmail for billing staff review before sending
- Do not send any balance communication to a family without staff approval
Done when A balance reminder draft is staged in Gmail for every family with an outstanding balance, ready for staff review.
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3
Slack - post weekly collections list to billing team
slack.com
WebRun opens Slack to post weekly collections list to billing team. - Post the weekly collections list to the billing team Slack channel
- Rank by balance amount with the highest balances first
- Include the number of drafts staged in Gmail ready for review
- Flag any balance over 60 days old for escalation
Done when Billing team has the week's outstanding balance list in Slack, ranked by amount and age.
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 balance reminders be sent to families without staff review?
No. Every balance reminder is drafted and left unsent in Gmail for the billing team to review before sending. No family receives a financial communication without a human check.
How far back does it look for outstanding balances?
WebRun surfaces balances outstanding for more than 14 days and flags any balance older than 60 days for escalation so billing staff can prioritize those for closer follow-up.
What if a family has already made a payment since the last run?
WebRun reads the live balance data in WebPT each Monday, so any family who has paid in full will not appear on that week's list.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.