Monthly Patient-Volume Report
On the first Monday of each month, WebRun pulls last month's appointment data from your practice-management system, calculates key volume metrics, writes a formatted summary to a Google Sheet, and drafts a concise email report for the practice manager to review and send.
How can I automatically generate a monthly patient-volume report for my practice?
On the first Monday of each month, WebRun pulls the previous month's appointment data from your practice-management system, calculates appointment counts, no-show rates, and new-patient figures, writes a formatted summary into Google Sheets, and drafts a concise report email for the practice manager to review and send.
- Monthly volume report ready for review without manual data pulling
- Key metrics - appointment counts, no-shows, new patients - compiled in one place
- Practice manager starts each month with a clear performance snapshot
Built for practice managers · GP clinic owners · dental practice principals · healthcare administrators
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
sheets.google.comin a real browser with your saved login - no setup, no API keys. -
1
Practice management - pull last month's appointment data
- Filter appointments to the previous calendar month and export the full list
- Capture status for each: Completed, No-show, Cancelled, or Rescheduled
- Separate new patients from returning patients and group by provider
Done when Last month's raw appointment data is extracted and categorised.
-
2
Google Sheets - calculate metrics & build report
google.com
WebRun opens Google Sheets to calculate metrics & build report. - Open the Monthly Volume Report sheet and paste the month's data into the input tab
- Let the formula layer calculate: total visits, no-show rate, cancellation rate, new-patient count, and per-provider breakdown
- Add a Summary row with month-over-month change versus last month's figures
Done when The report sheet is populated with all metrics and month-over-month comparisons.
-
3
Gmail - draft monthly report email
gmail.com
WebRun opens Gmail to draft monthly report email. - Draft an email to the practice manager with the top-line numbers in the body and a link to the full Google Sheet
- Highlight any metric that moved more than 10% versus the prior month
- Save to Drafts - the practice manager reviews and sends (or forwards to the team)
Done when A complete monthly report draft is in Gmail ready for the practice manager to approve.
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
Does it send the report to anyone automatically?
No. The email is saved as a Gmail draft for the practice manager to review and send - or forward - on their own terms.
Can I add custom metrics to the report?
Yes. Add a formula column to the Google Sheet and tell WebRun what to highlight. The input data it pulls will include whatever fields your practice-management system exports.
What if the previous month's data is incomplete on the first of the month?
WebRun flags the row count and last-updated timestamp in the sheet so the practice manager can decide whether to wait a day and rerun before distributing the report.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.