Automated Pediatric Therapy No-Show Recovery
Each afternoon, WebRun checks Fusion Web Clinic for appointments marked no-show that day, drafts a re-engagement message to each family for staff review before sending, and posts the day's no-show list to Slack so the front-desk team can prioritize follow-up calls.
How do I follow up with families after a pediatric therapy no-show automatically?
WebRun checks Fusion Web Clinic each afternoon for no-show appointments, drafts warm re-engagement emails to each family for staff review before sending, and posts a prioritized no-show list to Slack so the front-desk team can follow up the same day and reduce the risk of families disengaging from their child's care.
- No-show families receive a re-engagement outreach the same day rather than days later
- Staff spend seconds approving a warm draft rather than composing from scratch
- Repeat no-shows are flagged so the most at-risk children get a personal call first
Built for pediatric occupational therapy clinics · pediatric speech therapy practices · pediatric physical therapy offices · 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 - identify today's no-show appointments
fusionwebclinic.com
WebRun opens Fusion Web Clinic to identify today's no-show appointments. - Open Fusion Web Clinic and navigate to today's schedule
- Filter appointments by no-show status
- Capture child name, therapist, appointment type, and family contact details for each no-show
- Note if this child has had multiple no-shows in the past 30 days
Done when All of today's no-show appointments are listed with family contact details and recurrence notes.
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2
Gmail - draft re-engagement message to family for review
gmail.com
WebRun opens Gmail to draft re-engagement message to family for review. - Draft a warm, brief re-engagement email to each no-show family
- Acknowledge the missed session and offer to reschedule
- For families with multiple no-shows, note the pattern in the draft so staff can add a more personal follow-up
- Leave every draft unsent for staff review before sending
- Do not send any email to a family without staff approval
Done when A re-engagement email draft is staged in Gmail for every no-show family, ready for staff review.
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3
Slack - post no-show list for staff follow-up
slack.com
WebRun opens Slack to post no-show list for staff follow-up. - Post the day's no-show list to the front-desk Slack channel
- Include child name, therapist, and whether a Gmail draft is ready for each
- Flag repeat no-shows so staff can prioritize those calls
Done when Front-desk team has today's no-show list in Slack with priority flags for repeat cases.
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 the family directly after a no-show?
No. Because messaging a patient family is sensitive and potentially regulated, WebRun drafts the re-engagement email and leaves it unsent in Gmail for a staff member to review and approve before anything is sent.
Does it catch families who are missing appointments repeatedly?
Yes. WebRun checks the child's recent appointment history and flags repeat no-shows in both the Gmail draft and the Slack list so staff can prioritize those families for a personal outreach call.
What if the appointment was cancelled in advance and not a true no-show?
WebRun only processes appointments marked with a no-show status in Fusion Web Clinic, so properly cancelled appointments with advance notice are not included in the no-show list.
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