Automated PT Appointment Reminders
Each afternoon, WebRun opens Jane, pulls tomorrow's full appointment schedule, drafts a personalized email reminder for each patient including the time, therapist, and any prep instructions, and queues each message for front-desk review so they can be sent the same evening with one click.
How do I automatically send appointment reminders to PT patients?
Each afternoon, WebRun pulls tomorrow's full appointment schedule from Jane, drafts a personalized email reminder in Gmail for every patient, and queues an SMS reminder in Twilio for patients with a mobile number on file. Staff review both queues and send with a single approval, reducing no-shows without adding manual reminder work.
- Every patient receives a personalized reminder reviewed by staff before it is sent
- Front desk sends a full day's reminders in one review session
- No-show rates drop without adding manual outreach work
Built for physical therapy clinics · PT front-desk staff · outpatient PT practices · physical therapists
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
jane.appin a real browser with your saved login - no setup, no API keys. -
1
Jane - pull tomorrow's appointment schedule
jane.app
WebRun opens Jane to pull tomorrow's appointment schedule. - Open Jane and navigate to the schedule view for the next business day
- Pull every confirmed appointment including patient name, appointment time, therapist, and visit type
- Note any special prep instructions attached to the appointment type
- Skip appointments already sent a reminder today
Done when Every confirmed appointment for tomorrow is listed with patient and visit details.
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2
Gmail - draft personalized email reminders
gmail.com
WebRun opens Gmail to draft personalized email reminders. - For each patient, draft a personalized reminder email with their name, appointment time, therapist name, clinic address, and any prep notes
- Include a cancellation or reschedule link where available
- Leave every draft unsent for front-desk review - patient-facing emails are never sent automatically
- Group drafts by therapist for easy front-desk triage
Done when A Gmail draft reminder exists for every patient scheduled tomorrow, ready for review.
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3
Twilio - queue SMS reminders for review
twilio.com
WebRun opens Twilio to queue SMS reminders for review. - Queue a personalized SMS reminder for each patient who has a mobile number on file
- Include the appointment time, therapist name, and a short reply-STOP opt-out instruction
- Hold all SMS messages in queue for front-desk review before sending - no message is sent without approval
Done when SMS reminders are queued for every patient with a mobile number, pending staff review.
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 send reminders to patients without staff approval?
No. Every email is drafted and left unsent in Gmail, and every SMS is queued in Twilio for review. Staff approve each batch before any message reaches a patient.
Can it send reminders for both email and SMS?
Yes. WebRun drafts an email reminder in Gmail for every patient and queues an SMS via Twilio for patients who have a mobile number on file. Staff review both queues before sending.
What if a patient cancels after the reminders are drafted?
WebRun reads the live Jane schedule each run, so same-day cancellations made before the run are excluded. For late cancellations, the front desk can simply delete the draft before sending.
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