Catch care-plan gaps and draft outreach before the next care conference
Every Monday, WebRun opens PointClickCare, finds residents whose care conferences are within seven days and who have care-plan goals past their target date, logs the gaps to a Google Sheet, and drafts a family update letter in Gmail for the social worker or nurse to review and approve before sending.
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How can a skilled nursing facility automatically identify care plan gaps before care conferences and draft family outreach?
Every Monday, WebRun opens PointClickCare, finds residents with care conferences in the next seven days who have overdue care-plan goals, and logs each gap in a Google Sheet. It then drafts a supportive family update letter in Gmail for each resident that clinical staff review and approve before any message is sent to a family.
- Care-plan gaps are identified before every care conference, not during it
- Clinical staff review a ready-to-send family draft instead of composing from scratch
- No family communication goes out without clinical review and approval
Built for SNF social workers · skilled nursing clinical teams · long-term care MDS coordinators · SNF directors of nursing
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 care conference residents with open care-plan gaps
pointclickcare.com How to Automate PointClickCare
WebRun opens PointClickCare to find care conference residents with open care-plan gaps. - Open PointClickCare and find residents with a care conference scheduled within seven days
- For each resident, check whether any care-plan goals are past their target completion date
- Capture resident name, care conference date, goal descriptions, and responsible clinician for each gap
Done when All residents with upcoming care conferences and open care-plan gaps are identified with gap details.
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2
Google Sheets - log residents and overdue care-plan goals
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log residents and overdue care-plan goals. - Open the care-gap tracking Google Sheet
- Append a row for each resident with open goals, listing the goal name, target date, and days overdue
- Flag residents whose care conference is within three days as High Priority
Done when The care-gap sheet lists all affected residents with overdue goals and conference urgency flags.
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3
Gmail - draft family update letter for clinical staff review
gmail.com How to Automate Gmail
WebRun opens Gmail to draft family update letter for clinical staff review. - Draft a family update letter for each resident noting the upcoming care conference and inviting participation
- Keep the letter general and supportive without disclosing specific clinical details
- Leave every draft unsent for the social worker or nurse to review and personalize before sending
Done when A Gmail draft exists for each affected resident, ready for clinical staff review. No message has been sent.
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 family update letters without clinical staff approval?
No. Every letter is drafted in Gmail and left unsent until a social worker or nurse reviews and approves it. No communication about a resident's care reaches a family without human clinical review.
Does the draft letter include protected health information?
The default draft invites the family to the care conference and encourages participation without listing specific clinical goals or diagnoses. Your clinical staff adds any clinical context before approving the message.
What if a care-plan goal was completed after being flagged?
The next Monday run re-reads the goal status in PointClickCare. Completed goals are removed from the gap list and no draft is created for residents whose goals are all on track.
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