Automated Podiatry Waitlist Backfill
Every few minutes, WebRun monitors ModMed for new cancellations, finds the best-matched waitlist patient for the open slot, drafts an appointment offer message in Klara for staff review, and posts a Slack alert so the team can approve and fill the gap before the slot is lost.
How do I automatically fill podiatry appointment cancellations from the waitlist?
WebRun monitors ModMed every few minutes for cancelled appointments, matches the open slot to the best-fit waitlist patient by appointment type and wait time, and drafts an offer message in Klara. Staff get a Slack alert to approve and send, so cancellations are filled in minutes rather than sitting open for days.
- Cancelled slots are filled in minutes instead of sitting empty all day
- Waitlist patients are served faster with no manual outreach from staff
- Provider utilization improves as gaps in the schedule are closed proactively
Built for podiatry practices · podiatry scheduling staff · foot and ankle clinics · practice managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.modmed.comin a real browser with your saved login - no setup, no API keys. -
1
ModMed - detect cancellation and find waitlist match
modmed.com
WebRun opens ModMed to detect cancellation and find waitlist match. - Monitor ModMed for newly cancelled appointments by checking for status changes to 'Cancelled' since the last run
- For each cancellation, note the date, time, provider, and appointment type
- Search the waitlist for patients who match the open slot's appointment type and have been waiting the longest
- Select the top candidate based on wait time and appointment type compatibility
Done when Each new cancellation is paired with a best-matched waitlist candidate.
-
2
Klara - draft appointment offer
klara.com
WebRun opens Klara to draft appointment offer. - Draft an appointment offer message for the matched waitlist patient, including the available date, time, and provider
- Leave the message as a draft in Klara and do not send it until a staff member reviews and approves
- Note any special instructions for the appointment type in the draft
Done when An appointment offer draft is queued in Klara for each open slot, none yet sent.
-
3
Slack - alert staff to approve and act
slack.com
WebRun opens Slack to alert staff to approve and act. - Post a Slack alert to the scheduling channel with the open slot details and the name of the matched waitlist patient
- Include a prompt for staff to approve and send the Klara message or pick a different patient from the list
- Flag time-sensitive cancellations (same-day or next-day slots) as urgent
Done when Staff have a Slack alert with the open slot and a recommended patient ready to be offered the appointment.
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 message the waitlist patient before a staff member approves?
No. The appointment offer is drafted in Klara and held until a staff member reviews it in Slack and gives approval. No patient is contacted without human sign-off.
How does it choose which waitlist patient to offer the slot to?
It matches on appointment type and sorts by wait time, putting the longest-waiting compatible patient first. Staff can override the choice before approving the message.
What if the waitlist patient can no longer make the slot?
The staff member handles that reply. If the patient declines, the team can return to the Slack alert, pick the next candidate, and approve a fresh draft in Klara.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.