Automated Urgent Care Referral Loop Closure
Every morning, WebRun opens Experity and checks for referrals that were placed more than 14 days ago with no specialist note or completion record returned. For each open referral, it drafts a patient follow-up SMS via Twilio for clinical staff to review before sending. It then posts the full open referral list to Slack so your clinical team can prioritize which cases need immediate attention.
How do I track and follow up on open referrals in my urgent care clinic?
WebRun checks Experity every morning for referrals placed more than 14 days ago with no specialist note or completion record. It drafts a brief patient follow-up SMS via Twilio for each open case and holds every message for clinical staff approval. It then posts the full open referral list to Slack, grouped by ordering provider, so your team can close the loop before patients fall out of care.
- No open referral goes unnoticed past 14 days because the clinical team gets a daily Slack alert
- Patients receive a follow-up only after clinical staff review and approve the draft message
- Ordering providers see their own open referral list so accountability is clear and actionable
Built for urgent care clinical staff · urgent care care coordinators · urgent care medical directors · urgent care operations managers
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 referrals with no specialist note after 14 days
experityhealth.com
WebRun opens Experity to identify referrals with no specialist note after 14 days. - Open Experity and navigate to the referral tracking or care coordination section
- Filter for referrals placed more than 14 days ago that have no specialist note, completion record, or closed status
- Capture the patient identifier, referral date, specialist type, ordering provider, and any notes already on file
- Note the patient mobile number on file for each open referral
Done when All referrals open beyond 14 days without a returned note are identified with patient contact details.
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2
Twilio - draft patient follow-up messages for clinical review
twilio.com
WebRun opens Twilio to draft patient follow-up messages for clinical review. - For each open referral patient, draft a brief SMS checking in on whether they were able to see the specialist
- Do not include any clinical diagnosis, referral details, or protected health information in the draft message
- Hold every draft in the review queue for clinical staff approval. Do not send any message without explicit clinical sign-off
- Flag patients with no mobile number on file so staff can arrange alternate contact
Done when A draft follow-up message exists for each open referral patient. No message has been sent.
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3
Slack - alert clinical team with open referral list
slack.com
WebRun opens Slack to alert clinical team with open referral list. - Post the open referral list to the clinical team Slack channel, grouped by ordering provider
- Include the patient identifier, referral date, specialist type, and days since placement for each open case
- Flag any referrals that are significantly overdue, such as those past 30 days, so the team can prioritize
Done when Clinical staff have a Slack alert with the full open referral list sorted by ordering provider and urgency.
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 follow-up messages to patients about their referrals without staff approval?
No. Every patient message is a draft only. WebRun holds all follow-up messages in a review queue and never sends them until a clinical staff member explicitly approves and releases each one. No patient is contacted without clinical sign-off.
Does the draft message include clinical details about the referral?
No. Draft messages ask the patient if they were able to see the specialist and do not include any diagnosis, referral reason, or protected health information. Clinical staff review each draft before approving it for delivery.
How does the Slack alert help the clinical team prioritize open referrals?
The Slack list groups open referrals by ordering provider and shows the days since placement for each case, so the team can immediately see which patients have been waiting the longest and assign follow-up responsibility to the right provider.
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