Automated Doxy.me Appointment Confirmation Drafts
Every evening, WebRun opens Doxy.me to find appointments scheduled for the next day, pulls the personal visit link for each provider room, drafts a confirmation email with the link and a tech-check tip in Gmail, and logs each draft against the appointment in Google Calendar.
How do I automatically send patients their Doxy.me visit link the night before their appointment?
Every evening, WebRun pulls tomorrow's appointments from Doxy.me, retrieves each provider's personal room link, cross-checks patient email from Google Calendar, and drafts a confirmation email in Gmail with the visit link and a tech-check tip. Staff review and send each draft so patients arrive prepared.
- Patients receive their Doxy.me visit link the evening before every appointment
- Tech-check prompts reduce audio and video issues at the start of visits
- Staff spend seconds approving drafts instead of writing confirmations manually
Built for telehealth practices · virtual care coordinators · mental health telehealth providers · multi-provider clinics
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
doxy.mein a real browser with your saved login - no setup, no API keys. -
1
Doxy.me - pull tomorrow's appointments and visit links
doxy.me
WebRun opens Doxy.me to pull tomorrow's appointments and visit links. - Open Doxy.me and review the appointment list for the following day
- Capture each patient's name, appointment time, provider name, and provider's personal room link
- Skip any appointment already marked as confirmation sent
Done when Tomorrow's appointment list is captured with visit links for every provider room.
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2
Google Calendar - confirm appointment details
calendar.google.com
WebRun opens Google Calendar to confirm appointment details. - Cross-reference each Doxy.me appointment against the provider's Google Calendar event
- Confirm the appointment time zone, patient email, and any patient notes
- Flag any appointment where the patient email is missing
Done when Patient email and time zone are confirmed for each appointment.
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3
Gmail - draft confirmation with visit link and tech-check tip
gmail.com
WebRun opens Gmail to draft confirmation with visit link and tech-check tip. - Draft a confirmation email for each patient including the Doxy.me visit link, appointment time, and a brief tech-check tip
- Recommend the patient test their camera and microphone at least 10 minutes before joining
- Save each draft for staff review before sending - do not send automatically
Done when A Gmail confirmation draft with visit link exists for every tomorrow's appointment.
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 the confirmation to patients automatically?
No. Every confirmation email is saved as a Gmail draft for staff to review and send. Because the email includes a personal visit link and appointment details, a human approves each one before it goes out.
How does it get the right visit link for each provider?
It reads each provider's personal room URL directly from Doxy.me so patients always get the exact link for their provider's waiting room, not a generic one.
What tech-check tip does it include?
It asks patients to test their camera and microphone at least 10 minutes before joining and to use a quiet, well-lit space. You can customize this guidance to match your practice's advice.
Related templates
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