Follow Up With No-Show Patients
Every afternoon, WebRun scans today's completed schedule for no-show appointments, drafts a short re-booking SMS for each patient, logs them in a follow-up sheet, and holds every message for staff approval before sending.
How can I automatically follow up with patients who missed their appointment?
Every afternoon, WebRun scans today's completed schedule for no-show appointments, drafts a short re-booking SMS for each patient via Twilio, logs them in a Google Sheets follow-up tracker, and holds every message for staff approval - nothing goes to a patient without a person signing off.
- Every no-show followed up the same afternoon, not days later
- Re-booking messages personalised and logged automatically
- Staff retain full approval before any message reaches a patient
Built for medical practices · dental clinics · allied health providers · clinic 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
app.twilio.comin a real browser with your saved login - no setup, no API keys. -
1
Practice management - identify today's no-shows
- Filter today's appointments to those marked No-show or Did not attend
- Capture patient name, provider, appointment time, and contact number
- Exclude any patient who has already been contacted about this no-show
Done when A clean list of today's unreached no-show patients is ready.
-
2
Twilio - draft re-booking SMS
twilio.com
WebRun opens Twilio to draft re-booking SMS. - Draft a brief, empathetic SMS for each no-show patient, mentioning the missed appointment and offering to re-book
- Include a callback number or booking link
- Stage each message as a draft - do not send until staff approves
Done when A held SMS draft exists for every no-show patient.
-
3
Google Sheets - log no-shows for tracking
google.com
WebRun opens Google Sheets to log no-shows for tracking. - Open the No-show Follow-up sheet and append a row for each patient: name, date, provider, contact number, and draft status
- Mark each row Pending until a staff member confirms the message was sent
Done when Every no-show is logged in the tracker with its follow-up status.
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 text no-show patients automatically?
No. Every draft is held until a staff member approves it - no patient-facing message goes out without human sign-off.
What does the re-booking message say?
A short, friendly note acknowledging the missed visit and inviting the patient to call or click a link to rebook. Provide a tone guide or example and WebRun will match your practice's voice.
How do I avoid contacting a patient who had a legitimate emergency?
Staff review each draft before it sends - that review step is where the team can skip anyone who has already been in touch or has a known reason.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.