Automated Senior Living Family Update Drafts
Every Monday, WebRun opens PointClickCare, reviews care notes and condition flags from the past week for each resident, drafts a personalised family update email for any resident with a notable change or upcoming review, saves each as a Gmail draft for staff to read and approve, and posts a Slack summary of pending drafts for the care team.
How do I automate family communication updates for senior living residents?
WebRun reviews PointClickCare every Monday for residents with a condition change, fall, medication update, or upcoming care plan review. For each, it drafts a warm, plain-language family update email in Gmail for a staff member to approve before sending, and posts a Slack digest linking every pending draft so the care team can process them in minutes, not hours.
- Every family with a resident who had a notable change gets a personalised draft update by Monday morning
- No family communication goes out without a staff member reviewing it for accuracy
- Care coordinators spend minutes approving drafts instead of hours writing updates from scratch
Built for assisted living care coordinators · senior living directors of nursing · memory care family liaison staff · independent living resident services teams
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
pointclickcare.comin a real browser with your saved login - no setup, no API keys. -
1
PointClickCare - review care notes and condition flags
pointclickcare.com
WebRun opens PointClickCare to review care notes and condition flags. - Open PointClickCare and navigate to the Clinical Notes section
- Filter for notes from the past seven days and flag residents with a documented change in condition, fall, medication adjustment, or upcoming care plan review
- Capture the resident name, family contact email, the nature of the update, and the date of the relevant event
Done when Every resident with a notable update this week is listed with their family contact and a summary of the change.
-
2
Gmail - draft family update emails for review
gmail.com
WebRun opens Gmail to draft family update emails for review. - Draft a warm, factual update email for each flagged resident addressed to their family contact
- Describe the event or change in plain language without clinical jargon
- Invite the family to call or visit and include the direct number for the care coordinator
- Save each email as a Gmail draft only, not sent, for a staff member to personalise, check for accuracy, and send
Done when A Gmail draft family update email is saved for every resident with a notable change.
-
3
Slack - alert care team to pending drafts
slack.com
WebRun opens Slack to alert care team to pending drafts. - Post a summary to the care-team Slack channel listing each resident with a pending draft
- Include the nature of the update and a direct link to the Gmail draft
- Note any draft flagged as time-sensitive, such as a fall or significant condition change
Done when The care team has a Slack list of all pending family update drafts with links for one-click 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 emails to families without staff reviewing them first?
No. Every family update is saved as a Gmail draft. A staff member must open the draft, verify the content is accurate and appropriate, and click Send. No protected health information leaves the building without explicit human approval.
How does it decide which residents need a family update?
It looks for clinical notes in PointClickCare documenting a change in condition, a fall, a medication adjustment, or an upcoming care plan review date. Residents with no notable events that week are not included.
What if a resident's family contact information is missing in PointClickCare?
If the family contact email is not on file, WebRun flags the resident in the Slack digest as needing a contact update rather than creating a draft. The care team is prompted to add the contact before the next run.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.