Automated Urgent Care Vaccine Campaign Outreach
Every Monday during vaccine season, WebRun opens Solv and pulls a list of eligible patients who have visited in the past but have no vaccine record for the current season. It segments the list by age group and visit recency, drafts a campaign email in Mailchimp for staff to review before launch, and posts a segment summary to Slack so your team knows the campaign is ready and waiting for approval.
How do I run a seasonal flu vaccine outreach campaign for my urgent care patients?
WebRun pulls eligible patients from Solv each Monday during vaccine season, segments them by age group and visit recency, and drafts a targeted campaign email in Mailchimp for your team to review before launch. It posts a segment count summary to Slack so staff know the campaign is ready. No email is ever scheduled or sent without explicit staff approval.
- Eligible patients receive a timely, age-appropriate vaccine reminder every season without manual list-building
- Staff approve every campaign before launch, keeping full control over all patient outreach
- No protected health information is shared externally because the audience export uses only non-clinical contact details
Built for urgent care clinic managers · urgent care medical directors · urgent care marketing coordinators · urgent care operations staff
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.solvhealth.com/provider-loginin a real browser with your saved login - no setup, no API keys. -
1
Solv - pull eligible patients with no vaccine record this season
solvhealth.com
WebRun opens Solv to pull eligible patients with no vaccine record this season. - Open Solv and filter the patient list to those who have visited in the past 24 months
- Identify patients who have no vaccine administration record for the current season
- Segment the eligible list by age group, for example under 65 and 65 and over, and by visit recency
- Export only the minimum information needed for the campaign audience, such as first name and email address, without clinical details
- Do not export or share any protected health information outside approved systems
Done when Eligible patients are segmented by age and visit recency with only non-clinical contact details captured.
-
2
Mailchimp - draft segmented campaign email for staff review
mailchimp.com
WebRun opens Mailchimp to draft segmented campaign email for staff review. - Open Mailchimp and create or update the campaign audience with the segmented patient list
- Draft the campaign email with age-appropriate messaging for each segment
- Save the campaign as a draft. Do not schedule or send the campaign without explicit staff approval
- Flag any segment with fewer than a minimum patient count so staff can decide whether to include it
Done when A segmented draft campaign exists in Mailchimp, ready for staff review. No email has been sent or scheduled.
-
3
Slack - post segment summary and campaign status to internal channel
slack.com
WebRun opens Slack to post segment summary and campaign status to internal channel. - Post a summary to the internal Slack channel showing the segment counts by age group and visit recency
- Include a note that the campaign is in draft status and requires staff approval before launch
- Remind the team to review the draft in Mailchimp and confirm no protected health information was included in the audience export
Done when Staff have a Slack summary of the campaign segments and a clear prompt to review and approve the draft in Mailchimp.
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 WebRun send the vaccine campaign emails to patients without staff approval?
No. The campaign is saved as a draft in Mailchimp and is never scheduled or sent until a staff member explicitly reviews and approves it. Your team has full control over when and whether the campaign launches.
Does the campaign audience export include protected health information?
No. WebRun captures only the minimum non-clinical contact details needed for the campaign audience, such as first name and email address. No diagnosis, visit reason, or other protected health information is exported to Mailchimp.
How does segmenting by age and visit recency improve the campaign?
Age-based segments let you tailor the message, for example a higher-risk reminder for patients 65 and over, while visit recency ensures you reach patients who are already familiar with your clinic, improving open rates and appointment bookings.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.