Automated PT Patient Balance Reminders
Every Monday, WebRun opens Prompt EMR, identifies patients with outstanding balances past their due date, drafts a polite and professional balance reminder for each patient, and posts a summary to the front-desk Slack channel so staff can review the drafts and send them the same morning.
How do I automatically send balance reminders to PT patients?
Every Monday, WebRun opens Prompt EMR, finds patients with overdue balances, and drafts a tiered balance reminder in Gmail for each one, skipping patients on payment plans or already reminded recently. A Slack summary gives front-desk staff the total value being chased and flags high-priority cases, so the week's collections work is organized before the day begins.
- Overdue patient balances are chased weekly without manual AR review
- High-priority balances over 90 days are flagged before they risk collections
- No patient receives a financial message without staff review and approval
Built for PT front-desk staff · PT billing teams · physical therapy clinic managers · outpatient PT practices
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
app.promptemr.comin a real browser with your saved login - no setup, no API keys. -
1
Prompt EMR - identify patients with overdue balances
promptemr.com
WebRun opens Prompt EMR to identify patients with overdue balances. - Open Prompt EMR and navigate to the patient billing or accounts receivable section
- Filter for patient responsibility balances that are past their due date
- Capture each patient's name, balance amount, oldest charge date, and number of days overdue
- Skip patients currently on a payment plan or who have disputed their balance
- Skip patients who received a balance reminder in the past 14 days
Done when Every patient with an overdue balance eligible for a reminder is listed with the amount and days overdue.
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2
Gmail - draft polite balance reminders for each patient
gmail.com
WebRun opens Gmail to draft polite balance reminders for each patient. - For each patient, draft a polite, professional balance reminder including the amount owed and payment options
- Include a link to the patient payment portal where available
- For balances over 90 days, add a note about potential collections referral if the balance remains unpaid
- Leave every draft unsent for front-desk review - patient financial messages are never sent automatically
- Label drafts by overdue tier (30, 60, 90 days) for easy triage
Done when A Gmail draft balance reminder exists for every eligible patient, tiered by overdue age.
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3
Slack - alert front desk with the balance chase list
slack.com
WebRun opens Slack to alert front desk with the balance chase list. - Post a summary to the front-desk Slack channel with the total number of patients and dollar value being chased this week
- Flag balances over 90 days as high priority
- Link to the Gmail drafts folder so staff can begin reviewing immediately
Done when Front desk has this week's balance chase summary in Slack with Gmail drafts ready to 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 balance reminders to patients without staff review?
No. Every balance reminder is drafted in Gmail and left unsent. Front-desk staff review each draft before it is sent, so no patient receives a financial message without human approval.
Does it respect payment plans and disputes?
Yes. Patients currently on a payment plan or with a disputed balance are excluded from the chase list. It also skips patients who already received a reminder in the past 14 days to avoid over-messaging.
What about patients close to collections?
Balances over 90 days are flagged as high priority in the Slack summary and the draft for those patients includes a note about potential collections referral, so staff can decide on next steps before sending.
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