PointClickCare Automated Appointment Confirmation Drafts
Every weekday, WebRun opens PointClickCare, finds specialist and off-site appointments scheduled for the next two days, logs each to Google Calendar as a staff reminder, and drafts a confirmation message in Gmail for the responsible party that the care team reviews and sends before any message leaves the facility.
How can a skilled nursing facility automatically draft appointment confirmations for specialist visits?
Every weekday, WebRun opens PointClickCare, finds specialist and off-site appointments coming up in the next two days, and creates a Google Calendar reminder for the care team. It then drafts a confirmation message in Gmail for each responsible party that the care team reviews and approves before any message leaves the facility.
- Every upcoming specialist visit has a care-team calendar reminder set 24 hours in advance
- Responsible parties receive timely confirmations without staff spending time drafting from scratch
- No confirmation goes out without care team review
Built for SNF care coordinators · skilled nursing social workers · long-term care nursing staff · SNF unit managers
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
pointclickcare.comin a real browser with your saved login - no setup, no API keys. -
1
PointClickCare - find specialist appointments in the next 2 days
pointclickcare.com
WebRun opens PointClickCare to find specialist appointments in the next 2 days. - Open PointClickCare and navigate to the resident event calendar or appointment schedule
- Filter for specialist or off-site appointments occurring in the next two days
- Capture resident name, appointment type, scheduled date and time, provider name, and responsible-party contact
Done when All specialist appointments within two days are captured with resident and provider details.
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2
Google Calendar - log upcoming appointments as staff reminders
calendar.google.com
WebRun opens Google Calendar to log upcoming appointments as staff reminders. - Create or update a calendar event on the facility's Google Calendar for each upcoming appointment
- Include the resident name, provider, appointment time, and transport needs in the event description
- Set a reminder for the assigned care coordinator 24 hours before each appointment
Done when Each upcoming appointment has a corresponding Google Calendar event with a 24-hour reminder.
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3
Gmail - draft confirmation for responsible party review
gmail.com
WebRun opens Gmail to draft confirmation for responsible party review. - Draft a confirmation message to the responsible party with the appointment date, time, provider, and transport arrangements
- Keep the tone warm and include the facility phone number for questions
- Leave every draft unsent for the care team to review and approve before sending
Done when A Gmail draft exists for each upcoming appointment, ready for care team 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 confirmation messages to families automatically?
No. Every confirmation is drafted in Gmail and left unsent until a care team member reviews and approves it. No message is sent to a resident or responsible party without human sign-off.
Does it include any clinical information in the confirmation draft?
Drafts include the appointment time, provider name, and transport arrangements. Clinical notes or diagnoses are not included in the draft. The care team can add context before approving the message.
What if an appointment is cancelled after the draft is created?
The care team will see the change in PointClickCare before approving the draft and can discard or update it accordingly. WebRun does not send cancellation notices on its own.
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