Automated Specimen Run Follow-Up Alerts
Every hour, WebRun opens Patient Focused Systems, checks every specimen courier run against its expected lab dropoff window, flags any that haven't confirmed delivery, logs each one to a Google Sheet with the porter and elapsed time, and posts your lab liaison a Slack follow-up so no specimen goes untracked.
How do I follow up on specimen courier runs that go quiet?
WebRun checks every specimen courier run in Patient Focused Systems each hour against its expected lab dropoff window. Any run still unconfirmed after 45 minutes gets logged to a Google Sheet with the porter and elapsed time, and posted to your lab liaison in Slack, so a quiet specimen run gets a human follow-up before it delays a result.
- Quiet specimen runs get a human follow-up within 45 minutes
- Every run is logged with porter and elapsed time for traceability
- Confirmed dropoffs clear from the tracker automatically
Built for lab liaisons · patient transport supervisors · specimen courier porters · hospital lab operations
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
patientfocussystems.comin a real browser with your saved login - no setup, no API keys. -
1
Patient Focused Systems - check specimen runs against the dropoff window
patientfocussystems.com
WebRun opens Patient Focused Systems to check specimen runs against the dropoff window. - Open specimen run trips and filter to those past their expected lab dropoff window
- Capture the specimen type, origin unit, assigned porter, and elapsed time since pickup
- Confirm the run has no lab dropoff confirmation logged yet
Done when Every specimen run missing dropoff confirmation is listed with elapsed time.
-
2
Google Sheets - log runs missing dropoff confirmation
google.com
WebRun opens Google Sheets to log runs missing dropoff confirmation. - Open the Specimen Run Tracker sheet
- Append a row for each unconfirmed run with porter, specimen type, and elapsed time
- Mark the row resolved automatically once a dropoff confirmation appears
Done when The tracker sheet reflects every currently unconfirmed specimen run.
-
3
Slack - follow up with the lab liaison
slack.com
WebRun opens Slack to follow up with the lab liaison. - Post a follow-up to the lab liaison channel for runs unconfirmed more than 45 minutes
- Include the specimen type, porter, and elapsed time
- Skip runs already followed up on this hour
Done when The lab liaison has a Slack follow-up for every run overdue on confirmation.
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
How long can a specimen run go unconfirmed before it's followed up?
45 minutes past the expected lab dropoff window by default, at which point it's logged to the tracker sheet and flagged to the lab liaison in Slack. That window is adjustable per specimen type.
Does this replace chain-of-custody documentation?
No. It's a follow-up layer on top of whatever Patient Focused Systems already records. The tracker sheet flags gaps for a human to check, it doesn't replace formal chain-of-custody logs.
What happens once dropoff gets confirmed?
The tracker row is marked resolved automatically the moment Patient Focused Systems shows a dropoff confirmation, so the lab liaison isn't chasing runs that already arrived.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.