Automated PT Referring Physician Thank-You Letters
Every morning, WebRun opens WebPT, identifies patients referred by a physician who completed their first visit in the past 48 hours, drafts a professional thank-you and intake summary letter to each referring physician, and logs every referral loop closure in a tracking sheet. Therapists review and send each draft, keeping the referral relationship warm.
How do I automatically thank referring physicians after a PT patient's first visit?
Every morning, WebRun opens WebPT, finds patients referred by a physician who completed their first evaluation in the past 48 hours, and drafts a warm thank-you and intake summary letter in Gmail for the treating therapist to review and send. A Google Sheets referral log tracks every physician touchpoint over time, helping the clinic maintain strong referral relationships.
- Every referring physician receives a timely thank-you within 48 hours of the patient's first visit
- Therapists review and personalize each letter before it reaches the physician
- Referral volume by physician is tracked automatically over time
Built for physical therapists · PT clinic managers · outpatient PT practices · PT marketing teams
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.webpt.comin a real browser with your saved login - no setup, no API keys. -
1
WebPT - identify referred patients who completed their first visit in the past 48 hours
webpt.com
WebRun opens WebPT to identify referred patients who completed their first visit in the past 48 hours. - Open WebPT and filter for patients with a referring physician on file who completed their initial evaluation in the past 48 hours
- Capture each patient's name, referring physician name and contact, treating therapist, primary diagnosis, and key initial evaluation findings
- Skip patients whose referring physician already received a thank-you for this episode of care
Done when Every new referred patient who completed their evaluation in the past 48 hours is listed with their referring physician details.
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2
Gmail - draft thank-you and intake summary letters to referring physicians
gmail.com
WebRun opens Gmail to draft thank-you and intake summary letters to referring physicians. - For each referral, draft a professional thank-you letter from the treating therapist to the referring physician
- Include the patient name, date of evaluation, primary findings, the proposed plan of care, and a note that the therapist will keep the physician updated on progress
- Keep the tone warm and collegial to reinforce the referral relationship
- Leave every draft unsent for the treating therapist to review and sign off before sending
- Label each draft with the referring physician name and patient name
Done when A Gmail draft thank-you letter exists for every new referred patient, ready for therapist review.
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3
Google Sheets - log referral loop closures and physician outreach history
google.com
WebRun opens Google Sheets to log referral loop closures and physician outreach history. - Log each referral to the referral tracking sheet with the patient name, referring physician, treating therapist, referral date, and thank-you letter status
- Update the physician's row with the date their most recent thank-you was drafted so the team can track outreach history over time
Done when Every referred patient is logged in the referral tracker with their physician and outreach 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 send letters to referring physicians without therapist review?
No. Every thank-you letter is drafted in Gmail and left unsent. The treating therapist reviews the clinical content and sends it directly, so physicians only receive letters that have been approved by the clinician.
What clinical information does the letter include?
The draft includes the patient name, evaluation date, primary findings, and the proposed plan of care based on data in WebPT. The therapist can add or adjust any clinical detail before sending.
Does it track which physicians refer the most patients?
Yes. The Google Sheets referral log accumulates over time, so the clinic manager can sort by referring physician to see volume trends and identify which physicians most appreciate consistent outreach.
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