Automated RamSoft Radiology Recall Due Reminders
Every morning, WebRun opens RamSoft PowerServer, finds patients with a follow-up recommendation in a signed report that is coming due within 30 days, logs them in a recall tracking sheet, and drafts outreach messages in Gmail for your clinical coordinator to review and send. No message goes to a patient without human approval.
How do I automatically identify and draft recall reminders for patients due for follow-up imaging in RamSoft?
WebRun opens RamSoft PowerServer every morning, finds every patient with a radiologist-recommended follow-up study due within 30 days, logs them in a Google Sheet recall tracker, and drafts outreach messages in Gmail addressed to referring providers for the clinical coordinator to review. No message sends automatically, keeping all patient and provider communication under human approval.
- Patients with overdue follow-up recommendations surface every morning without manual chart review
- The recall tracker gives the coordinator a single place to manage all outreach status
- No recall message reaches a patient or provider without coordinator review and approval
Built for radiology clinical coordinators · teleradiology group care managers · imaging center scheduling teams · hospital radiology quality 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 - find patients with upcoming follow-up due dates
ramsoft.com
WebRun opens RamSoft to find patients with upcoming follow-up due dates. - Open RamSoft PowerServer and search signed reports for follow-up recommendations with a due date in the next 30 days
- Capture the patient identifier, referring provider, recommended modality, and due date from each report
- Skip patients already marked as scheduled or contacted in the recall tracker
Done when Every patient with a follow-up recommendation due within 30 days is identified and not yet contacted.
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2
Google Sheets - update recall tracking sheet
google.com
WebRun opens Google Sheets to update recall tracking sheet. - Append each due patient to the recall tracking sheet with due date, modality, referring provider, and outreach status
- Flag patients overdue by more than 7 days as urgent
- Update the status to Outreach Drafted once the Gmail draft is created
Done when The recall tracker is current with every patient due this month and their outreach status.
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3
Gmail - draft recall outreach for coordinator review
gmail.com
WebRun opens Gmail to draft recall outreach for coordinator review. - Draft a recall reminder for each due patient addressed to the referring provider, not the patient directly, noting the follow-up recommendation and due date
- Save each message as a Gmail draft for the clinical coordinator to review before sending
- Do not send any message automatically. Patient and provider outreach requires coordinator approval to comply with HIPAA-conscious communication policy
Done when A Gmail draft exists for each due patient, ready for the coordinator to review and send.
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 recall messages to patients directly?
No. All outreach drafts are addressed to the referring provider, not the patient, and are held as Gmail drafts for the clinical coordinator to review and send. No message containing clinical follow-up information leaves your system without human approval.
How does it find the follow-up due date in RamSoft?
WebRun reads the follow-up recommendation and due date recorded in signed reports within RamSoft PowerServer. It uses the date the radiologist specified in the impression or recommendation section, so no manual entry is needed beyond what your radiologists already document.
What if the patient already scheduled their follow-up with a different facility?
Mark the patient as Scheduled in the Google Sheet tracker, and WebRun will skip them on every future run. The coordinator can update the status after confirming the appointment without re-running the automation.
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Put this on autopilot.
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