Automated RamSoft Appointment Confirmation Drafts
Every evening, WebRun opens RamSoft PowerServer's scheduling module, reads every appointment booked for the next business day, prepares a confirmation draft in Gmail for each patient including their appointment time, location, and preparation instructions, and logs the batch in a Google Sheet for the scheduling coordinator to review before sending any message.
How do I automatically draft appointment confirmation emails for next-day radiology patients from RamSoft?
WebRun opens RamSoft PowerServer every evening, reads every unconfirmed appointment scheduled for the next business day, and drafts a confirmation email for each patient in Gmail including their appointment time, location, and preparation instructions. The drafts are held for the scheduling coordinator to review and send, so no patient communication goes out without human approval.
- Coordinators start each morning with a ready-to-send confirmation batch instead of drafting individual emails
- Patients with missing contact information are flagged the evening before so the team can call them
- No confirmation message reaches a patient without coordinator review and approval
Built for radiology scheduling coordinators · imaging center front-desk teams · teleradiology group schedulers · hospital radiology appointment staff
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
www.ramsoft.comin a real browser with your saved login - no setup, no API keys. -
1
RamSoft - read next-day appointment schedule
ramsoft.com
WebRun opens RamSoft to read next-day appointment schedule. - Open RamSoft PowerServer and navigate to tomorrow's appointment schedule
- Read each appointment's patient contact, appointment time, modality, location, and any preparation requirements
- Skip appointments already marked as confirmed in RamSoft
Done when Every unconfirmed appointment for tomorrow is captured with contact and preparation details.
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2
Google Sheets - log confirmation batch for coordinator review
google.com
WebRun opens Google Sheets to log confirmation batch for coordinator review. - Log the confirmation batch in the scheduling tracker sheet with appointment time, modality, and confirmation status
- Mark each row as Draft Ready once the Gmail draft is created
- Update the status to Sent after the coordinator confirms the message was dispatched
Done when Tonight's confirmation batch is logged in the tracker with status for each appointment.
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3
Gmail - draft appointment confirmations for each patient
gmail.com
WebRun opens Gmail to draft appointment confirmations for each patient. - Draft a confirmation message for each patient addressed to their email on file in RamSoft
- Include the appointment date, time, location address, and any preparation instructions from RamSoft
- Save every message as a Gmail draft. Do not send automatically. All patient-facing communications must be reviewed and sent by the scheduling coordinator to comply with patient communication policy
Done when A Gmail draft confirmation exists for every tomorrow's unconfirmed appointment, ready for coordinator review.
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 confirmation emails to patients automatically?
No. Every confirmation is saved as a Gmail draft for the scheduling coordinator to review and send. No message reaches a patient without explicit human approval, in keeping with your patient communication policy.
How does it know the preparation instructions for each study type?
WebRun reads the preparation notes recorded in the RamSoft appointment. You can also configure standard preparation text by modality during setup so each draft includes the right instructions automatically.
What if a patient does not have an email address in RamSoft?
WebRun logs those appointments in the Google Sheet with a Missing Email flag so the coordinator can follow up by phone. The batch still processes all other appointments with contact information on file.
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