Follow Up on Patient Referrals
Every Monday, WebRun opens your practice-management system, pulls referrals sent more than five days ago with no acknowledgement, drafts a polite chaser email for each, logs them in a referral tracker, and queues the drafts for staff to review and send.
How can I automatically follow up on outstanding patient referrals?
WebRun checks your practice-management system every Monday, finds referrals sent more than five days ago with no acknowledgement from the receiving practice, drafts a polite chaser email for each one, and logs every case in your referral tracker - so staff review ready-to-send chasers instead of hunting for overdue referrals.
- No referral sits unacknowledged past five days
- Staff spend minutes reviewing drafts rather than tracking down overdue cases
- Every chaser is logged for audit and continuity
Built for medical practice managers · GP surgeries · specialist clinics · healthcare 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
mail.google.comin a real browser with your saved login - no setup, no API keys. -
1
Practice management - find unacknowledged referrals
- Open the referral list and filter to outgoing referrals sent more than 5 days ago with status Pending or Unacknowledged
- Capture referring provider, receiving practice, patient name, and referral date
- Exclude any referral already followed up this week
Done when A list of overdue unacknowledged referrals is ready for follow-up.
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2
Gmail - draft referral chaser emails
gmail.com
WebRun opens Gmail to draft referral chaser emails. - Draft a courteous chaser email to the receiving practice noting the referral date and patient details
- Ask for an acknowledgement or an estimated appointment date
- Save each to Drafts - do not send until staff reviews
Done when A personalised chaser draft exists in Gmail for every outstanding referral.
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3
Google Sheets - update referral tracker
google.com
WebRun opens Google Sheets to update referral tracker. - Open the Referral Tracker sheet and update or add a row for each outstanding referral with current status and follow-up date
- Mark the row Chaser Drafted so staff know action is pending their approval
Done when The tracker reflects current status for all outstanding referrals.
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 the specialist's office automatically?
No. Every chaser is saved as a Gmail draft - a staff member must review and send it. External emails to other practices are always draft-not-do.
What if the referral has been acknowledged but the system wasn't updated?
Staff reviewing the draft will catch this and skip sending. WebRun also lets you mark referrals as acknowledged directly in the tracker so they drop off the next run.
Can it track incoming referrals we receive from other practices?
With a small adjustment to the filter, yes - point WebRun at your inbound referral list and it will monitor those for timely action on your side.
Related templates
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