PointClickCare Automated No-Show Recovery
Every morning, WebRun opens PointClickCare, identifies therapy appointments that were not completed the prior day, logs each no-show to a Google Sheet with resident name and scheduled service, and drafts a reschedule outreach in Gmail for a staff member to review before sending.
How can a skilled nursing facility automatically track and follow up on missed therapy appointments?
Every morning, WebRun opens PointClickCare, finds therapy appointments that were missed the prior day, logs each one to a Google Sheet for tracking, and drafts a reschedule outreach in Gmail for staff to review. No message reaches a resident or family member without a staff member approving it first.
- Missed therapy sessions are captured and logged within minutes of the morning run
- Staff start each day with a ready-to-send reschedule draft, not a manual search
- No resident contact goes out without human review
Built for skilled nursing facilities · SNF therapy directors · rehabilitation coordinators · long-term care administrators
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 missed therapy appointments
pointclickcare.com
WebRun opens PointClickCare to find missed therapy appointments. - Open PointClickCare and navigate to the therapy schedule for the prior day
- Identify appointments marked as no-show or not completed
- Capture resident name, therapy type, scheduled time, and assigned therapist for each
Done when Every missed therapy appointment from the prior day is captured with its details.
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2
Google Sheets - log no-shows with resident details
google.com
WebRun opens Google Sheets to log no-shows with resident details. - Open the no-show tracking Google Sheet
- Append a new row for each missed session with resident name, therapy type, date, and therapist
- Mark the status as Pending Reschedule
Done when All no-shows are logged in the tracking sheet with status set to Pending Reschedule.
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3
Gmail - draft reschedule outreach for staff review
gmail.com
WebRun opens Gmail to draft reschedule outreach for staff review. - Draft a reschedule outreach message addressed to the responsible party or care coordinator for each no-show
- Include the missed appointment date and therapy type in the draft
- Leave the draft unsent for a staff member to review and approve before sending
Done when A Gmail draft exists for each no-show, ready for staff review before any message is 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 contact the resident or family directly?
No. WebRun only drafts the outreach and leaves it unsent in Gmail. A staff member must review and approve every message before it is sent, so no communication goes out without human sign-off.
What counts as a no-show in PointClickCare?
It looks for appointments where the status was not updated to completed by end of day. You can adjust the completion-status labels it checks to match your facility's workflow.
Does it log protected health information externally?
Resident names and therapy details are written only to your own Google Sheet, which stays within your organization's Google Workspace. No PHI is sent to external parties without staff approval.
Related templates
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