Automated Podiatry Referral Tracking
Every morning, WebRun reviews new referral entries in the tracking sheet, drafts a personalized thank-you email in Gmail for each referring physician, and posts a Slack alert so staff can review and send the message. The referral log is updated with the outreach date for relationship management.
How do I automatically track and thank physicians who refer patients to my podiatry practice?
Every morning, WebRun reviews the referral tracking sheet in Google Sheets for new physician referrals, drafts a personalized thank-you email in Gmail for each referring physician, and posts a Slack alert for staff to approve before anything is sent. Every referring relationship is acknowledged promptly and logged for long-term practice growth tracking.
- Every referring physician receives a timely thank-you without staff manually drafting emails
- Referral volume by physician is tracked automatically over time for relationship management
- No referral relationship goes unacknowledged, strengthening your network of referring providers
Built for podiatry practice owners · podiatry practice managers · foot and ankle clinics · medical referral coordinators
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
docs.google.comin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - review new referral entries
google.com
WebRun opens Google Sheets to review new referral entries. - Open the Referral Tracker sheet and identify rows with a new referral status logged since yesterday
- Capture the referring physician name, practice, email, patient name, and referral date for each new entry
- Check the sheet for any physician who has referred multiple patients this month and flag them for a more personalized thank-you
Done when All new referrals are identified and referring physician details are ready for outreach.
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2
Gmail - draft thank-you to referring physician
gmail.com
WebRun opens Gmail to draft thank-you to referring physician. - Draft a personalized thank-you email for each referring physician acknowledging the referral and expressing appreciation
- For physicians with multiple referrals this month, include a note recognizing the ongoing relationship
- Leave every email as a draft in Gmail and do not send until a staff member reviews and approves
Done when Thank-you email drafts are queued in Gmail for every new referring physician, none yet sent.
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3
Slack - alert staff to review and send
slack.com
WebRun opens Slack to alert staff to review and send. - Post a Slack alert to the practice manager channel listing the new referrals and the physicians who sent them
- Include a prompt to review the Gmail drafts and approve for sending
- Update the referral sheet with a 'Draft Ready' status for each entry
Done when Staff have a Slack alert with the new referral summary and a prompt to approve the thank-you emails.
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 thank-you emails to physicians without anyone reviewing them first?
No. Every thank-you email is drafted in Gmail and left unsent. A staff member reviews the drafts via the Slack prompt and approves each one before any email is delivered.
How does it know when a new referral has come in?
It reads new rows added to the Referral Tracker sheet since the last run. Your team logs incoming referrals there as they are received, either manually or via a form.
Can it track how many referrals each physician sends over time?
Yes. The tracking sheet accumulates referral data with each run, so you can see referral volume by physician over any period and identify your top referring partners.
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