Automated Cosmetic Consult Intake
Every few minutes, WebRun checks for new consult inquiries from your website contact form and Instagram DMs, logs each one into PatientNow as a new patient lead, appends a row to your intake Google Sheet, and pings your patient coordinator in Slack so they can follow up promptly.
How do I automatically capture and log cosmetic consult inquiries from every channel?
WebRun monitors your website and Instagram for new cosmetic consult inquiries every few minutes, creates a patient lead in PatientNow, logs each inquiry to your Google Sheet, and pings your coordinator in Slack with a direct link, so every inquiry is tracked and actioned quickly.
- No consult inquiry falls through the cracks
- Coordinator gets an instant Slack alert for every new lead
- Every inquiry is logged in PatientNow and Google Sheets automatically
Built for plastic surgery practices · cosmetic surgery coordinators · medical spas · aesthetic 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
app.patientnow.comin a real browser with your saved login - no setup, no API keys. -
1
PatientNow - create patient lead from inquiry
patientnow.com
WebRun opens PatientNow to create patient lead from inquiry. - Open PatientNow and check for new contact-form and Instagram inquiry notifications
- For each new inquiry, create a patient lead record with name, contact info, procedure of interest, and inquiry source
- Mark the lead status as New Inquiry and assign to the coordinator queue
Done when Every new inquiry from the past check interval has a PatientNow lead record.
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2
Google Sheets - log inquiry to intake sheet
google.com
WebRun opens Google Sheets to log inquiry to intake sheet. - Open the consult intake Google Sheet
- Append one row per new inquiry with timestamp, name, phone, email, procedure interest, and source channel
- Leave the Follow-Up Status column blank for the coordinator to update
Done when All new inquiries are logged as rows in the intake sheet.
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3
Slack - alert the patient coordinator
slack.com
WebRun opens Slack to alert the patient coordinator. - Post a brief alert to the coordinator Slack channel listing each new inquiry
- Include the patient name, procedure of interest, source channel, and a link to the PatientNow record
- Flag any inquiry that came in outside business hours so it gets priority follow-up
Done when Coordinator has a Slack notification for every new inquiry.
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 patient automatically?
No. WebRun only logs the inquiry and alerts your coordinator internally. All outbound contact is left for your team to initiate, keeping patient communication personal and compliant.
Which inquiry channels does it cover?
It covers your website contact form and Instagram DMs by default. Additional channels such as Facebook or a separate landing-page form can be added during setup.
What if the same person submits twice?
WebRun checks for matching name and email before creating a new lead in PatientNow, and flags potential duplicates in the Slack alert so your coordinator can merge them.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.