Automated Surgery Quote Follow-Ups
Every Monday, WebRun opens PatientNow, identifies patients who received a procedure quote in the last 14 days but have not scheduled surgery, drafts a warm follow-up email in Gmail for each, and posts the drafts to Slack for your coordinator to review and send.
How do I automatically follow up with patients who received a surgery quote but did not book?
Every Monday, WebRun scans PatientNow for patients who received a procedure quote in the last 14 days but have not yet booked a surgery. It drafts a personalized follow-up email in Gmail for each and posts all drafts to Slack for your coordinator to review, so no warm lead is left without a nudge.
- Quoted patients get a timely personal follow-up every week
- Longest-waiting leads are prioritized for coordinator action
- No email reaches a patient without explicit coordinator approval
Built for plastic surgery practices · cosmetic surgery coordinators · patient consultants · 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 - find quoted patients without a booked surgery
patientnow.com
WebRun opens PatientNow to find quoted patients without a booked surgery. - Open PatientNow and filter the patient list to those with a quote issued in the last 14 days
- Exclude patients who have already scheduled a surgery or have an active booking
- Collect patient name, email, procedure quoted, quote date, and quoted amount for each open lead
Done when All patients with an outstanding quote and no surgery booking are identified.
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2
Gmail - draft personalized follow-up emails
gmail.com
WebRun opens Gmail to draft personalized follow-up emails. - Draft a warm, personalized follow-up email for each patient referencing their specific procedure and quote
- Include a friendly invitation to schedule a call or book their surgery appointment
- Save each email as a draft in Gmail, unsent, for coordinator review
Done when A draft follow-up email is ready in Gmail for every unbooked quoted patient.
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3
Slack - post drafts for coordinator review
slack.com
WebRun opens Slack to post drafts for coordinator review. - Post a summary to Slack listing each patient name, procedure, days since quote, and a link to their Gmail draft
- Sort by days since quote descending so the longest-waiting patients appear first
- Note that no email has been sent and coordinator approval is required before sending
Done when Coordinator has a prioritized list of draft follow-up 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 send the follow-up emails automatically?
No. Every follow-up email is saved as a Gmail draft and held for your coordinator to review and send. WebRun never emails a patient without explicit human approval.
How far back does it look for quotes?
By default it looks at quotes issued in the last 14 days. The window is adjustable during setup so you can target more recent or older leads depending on your sales cycle.
What if a patient has already booked since the quote was sent?
WebRun checks current booking status in PatientNow each run and skips any patient who has already scheduled a surgery, so you never follow up with someone who is already confirmed.
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