Automated Financing Follow-Ups
Every Monday, WebRun opens PatientNow, finds patients whose financing application is started but not completed or approved, drafts a helpful nudge email in Gmail for each, and posts the full list of draft messages to Slack for your coordinator to review and send so more patients can move forward with surgery.
How do I automatically follow up with patients who have stalled financing applications?
Every Monday, WebRun scans PatientNow for patients with incomplete or stalled financing applications, drafts a personalized nudge email in Gmail for each, and posts all drafts to Slack for your coordinator to review and approve before sending. Longest-stalled patients are surfaced first so your team can prioritize the most at-risk leads.
- Stalled financing leads get a timely personalized nudge each week
- Longest-stalled patients are prioritized for coordinator action
- No financing email is sent without explicit coordinator approval
Built for plastic surgery practices · cosmetic surgery coordinators · patient financial counselors · aesthetic 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
app.patientnow.comin a real browser with your saved login - no setup, no API keys. -
1
PatientNow - flag patients with incomplete financing
patientnow.com
WebRun opens PatientNow to flag patients with incomplete financing. - Open PatientNow and filter for patients with a financing application status of Incomplete, Pending, or Stalled
- Exclude patients who have already been approved or who have booked surgery
- Collect each patient's name, email, procedure of interest, and the number of days the application has been stalled
Done when All patients with stalled financing applications are identified with their contact details and stall duration.
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2
Gmail - draft nudge emails for stalled applicants
gmail.com
WebRun opens Gmail to draft nudge emails for stalled applicants. - Draft a helpful, friendly nudge email for each patient offering assistance completing their financing application
- Include the financing partner name, a reminder of the procedure they are interested in, and a contact number for questions
- Save each email as a draft in Gmail, unsent, for coordinator review
Done when A draft nudge email is ready in Gmail for every patient with a stalled financing application.
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3
Slack - post drafts for coordinator review
slack.com
WebRun opens Slack to post drafts for coordinator review. - Post a Slack summary listing each patient, procedure, days stalled, and a link to their Gmail draft
- Sort by days stalled descending so the longest-stalled patients appear first
- Include a note that no email has been sent and coordinator approval is required before any message is delivered
Done when Coordinator has a prioritized list of draft financing nudge emails in Slack.
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 email patients about their financing without my approval?
No. Every nudge email is saved as a Gmail draft and held in Slack for your coordinator to review and send. WebRun never contacts a patient without explicit human approval.
How does it know an application is truly stalled and not just processing?
It reads the financing status field in PatientNow and flags any application that has stayed in Incomplete or Pending status for more than three days. The threshold is adjustable during setup.
What if a patient already got approved since the last run?
WebRun checks live financing status in PatientNow each Monday and skips any patient who has already been approved, so you never send a nudge to someone who is already sorted.
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