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Automated iQueue Block Swap Follow-ups

Every morning, WebRun opens LeanTaaS iQueue, checks every pending block swap request for how long it has sat without a response, logs the aging queue to a Google Sheets tracker, drafts a polite follow up nudge to each stalled counterpart's office in Outlook, and posts your scheduling team a chase list in Slack.

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Runs on WebRun · Strict Lockdown policy
Every day at 7:00 AM WebRunorchestrates each step
1 LeanTaaS iQueue find block swap requests pending more than 2 days
2 Google Sheets log the aging swap queue
3 Outlook draft a follow up nudge to the stalled counterpart
4 Slack post the chase list to scheduling
In short

How do I follow up on stalled OR block swap requests automatically?

Every morning, WebRun checks LeanTaaS iQueue for block swap requests pending more than 2 days and logs the aging queue to a Google Sheets tracker. It drafts a polite follow up nudge to the stalled counterpart's office in Outlook and posts your scheduling team a chase list in Slack, so swap requests keep moving instead of quietly stalling between two offices.

  • Swap requests get a follow up after 2 days instead of dying quietly
  • Scheduling starts each day with a single chase list instead of checking every request by hand
  • Resolved requests drop off the list automatically the same morning

Built for OR schedulers · surgeons' office schedulers · perioperative services directors · block committee coordinators

Step by step

What does WebRun do on every run?

The exact actions WebRun takes, in order - in plain language, so you can adjust anything.

  1. WebRun signs in and gets to work

    Opens www.leantaas.com in a real browser with your saved login - no setup, no API keys.

  2. 1
    LeanTaaS iQueue - find block swap requests pending more than 2 days
    leantaas.com
    WebRun in LeanTaaS iQueue: find block swap requests pending more than 2 days
    WebRun opens LeanTaaS iQueue to find block swap requests pending more than 2 days.
    • Open LeanTaaS iQueue and go to the Block Swap requests view
    • Pull every swap request still pending a response from either surgeon's office
    • Calculate how many days each request has been waiting
    • Flag any request pending more than 2 days as stalled

    Done when Every pending swap request's wait time is calculated and stalled requests are flagged.

  3. 2
    Google Sheets - log the aging swap queue
    google.com
    WebRun in Google Sheets: log the aging swap queue
    WebRun opens Google Sheets to log the aging swap queue.
    • Open the block swap follow up tracker
    • Add or update a row for each stalled request with both parties, the dates involved, and days pending
    • Mark whether a follow up nudge has already been sent for this request

    Done when The tracker shows every stalled swap request and its follow up status.

  4. 3
    Outlook - draft a follow up nudge to the stalled counterpart
    microsoft.com
    WebRun in Outlook: draft a follow up nudge to the stalled counterpart
    WebRun opens Outlook to draft a follow up nudge to the stalled counterpart.
    • Draft a polite follow up nudge to whichever office hasn't responded yet, naming the request and how long it's been pending
    • Leave every nudge as a draft for your coordinator to review and send
    • Never send a follow up to a physician's office automatically

    Done when A draft follow up nudge is ready for every stalled swap request that doesn't already have one.

  5. 4
    Slack - post the chase list to scheduling
    slack.com
    WebRun in Slack: post the chase list to scheduling
    WebRun opens Slack to post the chase list to scheduling.
    • Post the day's chase list to the OR scheduling channel
    • List each stalled request with days pending and whether a draft nudge is waiting in Outlook
    • Lead with the oldest pending request

    Done when The scheduling team has today's swap follow up chase list in Slack.

Run settings

How is each run configured?

Starting pageWhere Chrome opens at the start of each run
www.leantaas.com
ScheduleRuns automatically on this cadence
Every day at 7:00 AM
DeliveryHow each run's result reaches you
Swap chase list · Slack
OutputWhat each run produces - A daily chase list of block swap requests pending more than 2 days, with a drafted follow up nudge waiting in Outlook for the stalled party.
Text
Setup & safety

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.

Your credentials stay in your own private environment - WebRun never stores your passwords.
Strict Lockdown

Every action is checked against this policy before it runs.

Domains ALLOWLIST
Typed input ALLOW
Shell command BLOCK
File uploads BLOCK
Runs in a contained environment More on policies
Good to know

Questions, answered

Will it follow up with a surgeon's office automatically?

No. Every follow up nudge is drafted in Outlook and left unsent for your coordinator to review and send, so a physician's office never hears from WebRun directly.

How does it decide a swap request is stalled?

Any swap request still waiting on a response from either party after 2 days is flagged. You can adjust that window when you set up the workflow.

What happens once both parties respond?

The request drops off the chase list. WebRun rechecks each swap's live status in iQueue every morning, so a resolved request is skipped automatically.

Keep going

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Automated iQueue Abandoned Block Alerts
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LeanTaaS iQueue›Google Sheets›Outlook›+1
Automated iQueue Block Release Reminders
Every morning, WebRun checks LeanTaaS iQueue for blocks with unused time still inside the release window, drafts a reminder to the block owner's office in Outlook, and posts the scheduling team a running list in Slack so no block quietly expires unreleased.
LeanTaaS iQueue›Outlook›Slack
Automated iQueue Block Owner Scorecard
On the first of every month, WebRun compiles each block owner's utilization, case volume, prime time performance, and release compliance from LeanTaaS iQueue into a scorecard, and emails it to your OR or medical director in Outlook with a Slack note that it's ready.
LeanTaaS iQueue›Outlook›Slack

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