Automated Pediatric Therapy Waitlist Fill
When a cancellation appears in Fusion Web Clinic, WebRun finds the highest-priority waitlisted child for that slot type, drafts a fill offer email to the family for staff review, and posts the open slot details to Slack so the team can confirm the outreach before it sends.
How do I automatically fill cancelled pediatric therapy appointments from the waitlist?
WebRun monitors Fusion Web Clinic every few minutes for cancellations, finds the best-fit waitlisted child for the freed slot, drafts a family fill offer in Gmail for staff review, and alerts the front-desk team in Slack so no cancelled slot sits empty longer than necessary.
- Cancelled slots are matched to a waitlisted family within minutes, not hours
- Staff spend seconds approving a draft rather than manually calling the waitlist
- No open slot is missed because WebRun watches the schedule around the clock
Built for pediatric occupational therapy clinics · pediatric speech therapy practices · pediatric physical therapy clinics · multi-discipline pediatric therapy centers
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
app.fusionwebclinic.comin a real browser with your saved login - no setup, no API keys. -
1
Fusion Web Clinic - detect cancellation and identify waitlist match
fusionwebclinic.com
WebRun opens Fusion Web Clinic to detect cancellation and identify waitlist match. - Open Fusion Web Clinic and check the schedule for newly cancelled appointments
- Note the cancelled slot details: date, time, therapist, and therapy type
- Open the waitlist and find the highest-priority child matching that slot type and therapist
- Capture the family contact details and waitlist priority for the match
Done when A cancelled slot and its best waitlist match are identified with full contact details.
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2
Gmail - draft fill offer to family for staff review
gmail.com
WebRun opens Gmail to draft fill offer to family for staff review. - Draft a friendly email to the matched family offering the newly available slot
- Include the date, time, and therapist name in the draft
- Leave the draft unsent in Gmail for a staff member to review and send
- Do not send any email without staff approval
Done when A fill-offer draft is waiting in Gmail for staff review and approval before sending.
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3
Slack - notify team of open slot and pending draft
slack.com
WebRun opens Slack to notify team of open slot and pending draft. - Post a Slack message to the front-desk channel with the open slot details and the matched family name
- Include a prompt for the staff member to review the Gmail draft before sending
- Flag the slot date and time so staff can act quickly
Done when Staff are alerted in Slack and know the Gmail draft is ready for their review.
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 WebRun send the offer email to the family automatically?
No. Because this involves contacting a patient family, WebRun drafts the email and leaves it unsent in Gmail for a staff member to review and send. Nothing goes to families without human approval.
How does it choose which waitlisted child to offer the slot to?
WebRun reads your Fusion Web Clinic waitlist and matches by therapy type, therapist, and priority order so the most appropriate and longest-waiting child is offered the slot first.
What if there is no waitlist match for that slot type?
If no matching waitlisted child is found, WebRun posts an alert to Slack noting the open slot so staff can decide how to fill or hold it manually.
Related templates
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