Automated Podiatry Balance Reminders
Every Monday, WebRun opens Tebra, identifies patients with outstanding balances past their due date, logs them in a Google Sheet-style work list, drafts a polite balance statement email in Gmail for each patient, and posts a Slack summary so billing staff can review the drafts before any message is sent.
How do I automatically send balance reminders to podiatry patients with outstanding balances?
Every Monday, WebRun opens Tebra, finds patients with overdue patient-responsible balances older than 30 days, and drafts a polite balance reminder email in Gmail for each one. Billing staff get a Slack alert with the total amount owed and a prompt to review every draft before any statement is delivered to a patient.
- Overdue patient balances are surfaced every Monday with no manual ledger review
- Staff approve a batch of polished statement drafts in minutes instead of writing each one individually
- Collections improve as patients receive consistent, timely reminders rather than irregular follow-up
Built for podiatry billing teams · podiatry practice managers · foot and ankle clinics · medical collections staff
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.tebra.comin a real browser with your saved login - no setup, no API keys. -
1
Tebra - find overdue patient balances
tebra.com
WebRun opens Tebra to find overdue patient balances. - Open Tebra and filter the patient ledger for balances that are patient-responsible and more than 30 days past due
- Capture each patient's name, email address, balance amount, and the date of the oldest unpaid charge
- Exclude any patient with a payment plan already in place or an active dispute flag
- Sort the list by balance amount from highest to lowest
Done when Every patient with an overdue patient-responsible balance is listed with their contact and balance details.
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2
Gmail - draft balance statement emails
gmail.com
WebRun opens Gmail to draft balance statement emails. - Draft a polite, professional balance reminder email for each patient stating the amount owed and providing payment options or a phone number to call
- For balances over 90 days old, add a note that the account may be referred for further collections action if not resolved
- Leave every email as a draft in Gmail and do not send until a billing staff member has reviewed and approved the batch
Done when Balance reminder email drafts are queued in Gmail for every overdue patient, none yet sent.
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3
Slack - alert billing staff to review
slack.com
WebRun opens Slack to alert billing staff to review. - Post a Slack alert to the billing channel with the total number of outstanding accounts, the combined balance owed, and a prompt to review the Gmail drafts
- Flag any accounts over 90 days as requiring priority review
- Include the total balance at risk so management has a quick snapshot
Done when Billing staff have a Slack summary with the overdue balance totals and a prompt to approve the statement drafts.
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 balance emails to patients without staff reviewing them first?
No. Every balance reminder is drafted in Gmail and left unsent. A billing staff member reviews and approves the batch via Slack before any email reaches a patient.
How does it handle patients who are already on a payment plan?
It reads Tebra for any existing payment plan or dispute flag before building the list and excludes those patients automatically, so only genuinely overdue accounts are included.
Can we customize the reminder message for different balance ages?
Yes. Give WebRun your preferred wording for 30-day, 60-day, and 90-day overdue balances and it will apply the appropriate message to each patient based on how long their balance has been outstanding.
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