Automated Urgent Care Recheck Recall
Every morning, WebRun opens Experity and finds patients whose discharge instructions or provider notes indicated a recheck visit within a target window, such as a wound check, suture removal, or follow-up on a referred condition. It drafts a recall message for each patient and holds those drafts for staff review. The full recheck list is logged to Google Sheets with each patient's draft status.
How do I automatically recall urgent care patients who are due for a recheck visit?
WebRun opens Experity every morning and finds patients whose discharge notes indicate a recheck visit is due, such as a wound check or suture removal. It drafts a recall message for each patient via Twilio, holds every draft for staff review before sending, and logs the full list to Google Sheets so your team tracks outreach status across all recheck patients.
- No patient due for a recheck is missed because the list is reviewed every morning
- Staff approve all recall messages before any patient is contacted
- Google Sheets gives the team a complete log of who has been recalled and the status of each outreach
Built for urgent care clinic managers · urgent care nursing staff · front desk coordinators · clinic operations teams
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
app.experityhealth.comin a real browser with your saved login - no setup, no API keys. -
1
Experity - identify patients due for a recheck visit
experityhealth.com
WebRun opens Experity to identify patients due for a recheck visit. - Open Experity and navigate to completed visits or discharge records
- Find patients whose notes, diagnosis codes, or discharge instructions indicate a recheck within the coming 1 to 3 days
- Common recheck triggers include lacerations, wound checks, suture removal appointments, and referral follow-ups
- Capture the patient name, visit date, recheck reason, recommended recheck date, and mobile number on file
Done when Every patient due for a recheck in the target window is identified with their contact details and recheck reason.
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2
Twilio - draft recall messages for staff review
twilio.com
WebRun opens Twilio to draft recall messages for staff review. - For each patient, draft a brief recall SMS reminding them of their upcoming recheck and inviting them to schedule
- Keep the message general and do not include diagnosis details or protected health information beyond what is minimally necessary
- Hold every draft for staff review. Do not send any message until a staff member approves it
- Flag patients with no valid mobile number for manual outreach
Done when All recall drafts are queued for staff review. No message has been sent to any patient.
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3
Google Sheets - log the recheck list and outreach status
google.com
WebRun opens Google Sheets to log the recheck list and outreach status. - Open the Recheck Recall Tracking sheet
- Append a row for each patient with their name, visit date, recheck reason, recommended recheck date, and draft status
- Mark each row as Pending Review until staff approves and sends the message
- Flag rows where the patient has no mobile number so staff can plan alternative contact
Done when The Google Sheet has a complete recheck list for today with draft status and contact flags.
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 recall messages to patients automatically?
No. Every recall message is drafted and held for staff review before sending. WebRun never contacts a patient directly. A staff member must approve each message before it is released through Twilio.
How does it know which patients need a recheck?
WebRun reads discharge instructions and provider notes in Experity for indicators such as laceration checks, suture removal, wound follow-ups, and referred conditions with a recommended return timeframe.
What if a patient has already scheduled their recheck?
Staff reviewing the draft queue can see existing appointments in Experity and skip or discard drafts for patients who are already booked. WebRun surfaces the full list so the team makes the final call.
Related templates
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