Chase Outstanding Patient Balances
Every Monday, WebRun opens your practice-management system, identifies patients with balances past 30 days, checks payment status in Stripe, drafts a courteous email reminder for each, and posts the queue to Slack so staff can approve before anything is sent.
How can I automatically chase outstanding patient balances?
Every Monday, WebRun opens your practice-management system, identifies patients with balances past 30 days, checks payment status in Stripe, drafts a courteous email reminder for each, and posts the queue to Slack - staff approve before anything is sent to a patient.
- Every overdue balance followed up consistently each week
- Courteous, on-brand reminders drafted automatically for staff review
- Billing cycle shortened by systematic, timely outreach
Built for medical practices · dental clinics · allied health providers · billing teams
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
dashboard.stripe.comin a real browser with your saved login - no setup, no API keys. -
1
Practice management - find overdue patient balances
- Open the billing module and filter to patient balances outstanding more than 30 days
- Capture patient name, balance amount, days overdue, and email address
- Exclude any patient already in a payment plan or with a dispute on file
Done when A clean list of overdue patients with amounts and email addresses is ready.
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2
Stripe - verify payment status
stripe.com
WebRun opens Stripe to verify payment status. - Look up each patient in Stripe to confirm no recent payment has been made since the last billing run
- Note the last payment date for patients who have paid partially
Done when Balances are confirmed as still outstanding against live payment records.
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3
Gmail - draft payment reminders
gmail.com
WebRun opens Gmail to draft payment reminders. - Draft a polite, on-brand email for each patient noting the outstanding amount and due date
- Include a secure payment link and office contact details
- Save each to Drafts - do not send until staff approves
Done when A personalised payment-reminder draft exists for every overdue patient.
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4
Slack - queue drafts for approval
slack.com
WebRun opens Slack to queue drafts for approval. - Post a weekly summary to the billing Slack channel listing each draft, the patient name, balance, and days overdue
- Flag the three largest or oldest balances at the top
Done when Staff have the week's collection queue and can approve or adjust each draft.
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 money without anyone checking first?
No. Every reminder is saved as a Gmail draft and listed in Slack - a staff member must approve before it sends. Financial messages to patients are always draft-not-do.
What if a patient has already paid since the last billing run?
WebRun cross-checks Stripe before drafting, so patients who have paid are automatically excluded from that week's queue.
Can we set a minimum balance threshold before chasing?
Yes. Tell WebRun your floor (e.g. balances over $50) and it will skip anything below that amount to avoid friction over small residuals.
Related templates
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