Automated Telehealth No-Show Recovery
Every hour, WebRun checks Doxy.me for patients who never joined their scheduled visit, drafts a re-engagement email in Gmail for your staff to review and send, and logs the no-show in Google Sheets with a follow-up flag.
How do I automatically track and follow up on telehealth no-shows?
WebRun checks Doxy.me every hour for patients who missed their telehealth visit, drafts a re-engagement email in Gmail for staff to approve before sending, and logs each no-show in Google Sheets with a follow-up flag, so no missed appointment falls through the cracks.
- No-show patients get a re-engagement draft within an hour of their missed visit
- Every missed visit is logged and flagged before the end of the business day
- Repeat no-shows are surfaced automatically so care teams can intervene early
Built for telehealth practices · virtual care clinics · primary care providers · behavioral health practices
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 - detect missed visits
doxy.me
WebRun opens Doxy.me to detect missed visits. - Open Doxy.me and review the waiting room activity log for the past hour
- Identify any scheduled appointments where the patient never joined the session
- Capture the patient name, appointment time, and provider for each no-show
Done when Every missed visit in the last hour is identified with patient and provider details.
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2
Gmail - draft re-engagement message
gmail.com
WebRun opens Gmail to draft re-engagement message. - Draft a brief, empathetic re-engagement email for each no-show patient
- Include a link to reschedule and a note that the provider is still available
- Save each draft in Gmail for your front-desk staff to review before sending - never send without human approval
Done when A Gmail draft exists for every no-show, ready for staff review.
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3
Google Sheets - log no-show for follow-up
google.com
WebRun opens Google Sheets to log no-show for follow-up. - Add a row to the No-Show Log sheet with patient name, appointment time, provider, and draft-ready status
- Flag the row for follow-up within 24 hours
- Mark any patient who no-showed twice this month as high priority
Done when Every no-show is logged in Google Sheets with a follow-up flag.
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 email patients automatically?
No. WebRun drafts the re-engagement email in Gmail and leaves it unsent for your staff to review and approve. No patient communication goes out without a human in the loop.
How does it know a patient no-showed versus just being late?
It waits until the appointment window has passed before checking Doxy.me, so only patients who never joined are flagged. You can adjust the grace period in your run settings.
What if the same patient no-shows repeatedly?
Google Sheets tracks every no-show, and WebRun flags any patient with two or more missed visits this month as high priority so your team can reach out with extra care.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.