Chase outstanding resident balances before they age into bad debt
Every Monday, WebRun opens PointClickCare, finds resident and responsible-party account balances more than 30 days past due, logs each with the balance amount and days outstanding to a Google Sheet, and drafts a courteous balance-reminder in Gmail for your business office to review before any message is sent.
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How can a skilled nursing facility automatically follow up on outstanding resident account balances?
Every Monday, WebRun opens PointClickCare, finds resident and responsible-party balances more than 30 days outstanding, and logs them with aging details in a Google Sheet. It then drafts a courteous balance-reminder in Gmail for each account. Staff review and approve every draft before any message is sent to a family.
- Overdue balances are identified every Monday before they age further
- Staff spend time approving drafts, not composing letters from scratch
- No resident or family is contacted without a business office staff member reviewing the message
Built for skilled nursing business office staff · SNF accounts receivable teams · long-term care billing managers · SNF 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 balances past 30 days outstanding
pointclickcare.com How to Automate PointClickCare
WebRun opens PointClickCare to find balances past 30 days outstanding. - Open PointClickCare and navigate to the accounts receivable or resident billing section
- Filter for balances with an outstanding date more than 30 days ago
- Capture resident name, responsible-party name, balance amount, and days outstanding for each account
Done when All resident accounts with balances past 30 days are captured with balance and aging details.
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2
Google Sheets - log balances with age and contact details
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log balances with age and contact details. - Open the resident balance aging Google Sheet
- Append or update a row for each overdue account with balance, days outstanding, and contact details
- Flag accounts over 90 days as High Priority in the status column
Done when The aging sheet is updated with all overdue balances sorted by days outstanding.
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3
Gmail - draft balance-reminder letter for staff review
gmail.com How to Automate Gmail
WebRun opens Gmail to draft balance-reminder letter for staff review. - Draft a respectful balance-reminder email for each overdue account addressed to the responsible party
- Include the current balance and a request to contact the business office
- Leave every draft unsent for a business office staff member to review and approve before sending
Done when A Gmail draft exists for each overdue account, ready for 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 balance-reminder letters to residents or families without approval?
No. Every Gmail draft is left unsent until a business office staff member reviews and approves it. No communication reaches a resident or responsible party without human sign-off.
How does it handle accounts on a payment plan?
You can configure it to exclude accounts tagged with a payment plan arrangement in PointClickCare, so those responsible parties do not receive a standard balance reminder while meeting their plan terms.
Does it include protected health information in the drafts?
Drafts reference the account balance and a prompt to contact the business office. Clinical details are not included. Your staff reviews each draft before sending, so you control exactly what goes out.
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