OmniMD Automated Cancellation Backfill
Through the day, WebRun watches OmniMD for procedure cancellations, finds waitlisted vein patients who match the freed slot, drafts a personalized offer text for each in Twilio, and posts your front desk a Slack list to approve, so the queued messages only send after a human says go.
How do I automatically fill canceled vein procedure slots from my waitlist?
WebRun watches OmniMD for vein procedure cancellations and finds waitlisted patients who match the freed slot. It drafts a personalized offer text for each in Twilio and posts your front desk a Slack approval list, so open slots get filled fast while every patient message waits for a human to approve before it sends.
- Canceled procedure slots get filled the same day instead of going empty
- Waitlisted patients are offered slots in fair, wait-time order
- No patient is texted without a staff member approving the message first
Built for vein clinics · vascular surgery practices · front desk staff · surgical schedulers
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
omnimd.comin a real browser with your saved login - no setup, no API keys. -
1
OmniMD - find the open slot and matching waitlist
omnimd.com
WebRun opens OmniMD to find the open slot and matching waitlist. - Open OmniMD and detect newly canceled or rescheduled procedure slots
- Read the slot details such as procedure type, provider, room, and time
- Search the waitlist for patients whose planned procedure and authorization match the open slot
- Capture a short ranked list of candidates with the date they have been waiting since
Done when Each open slot has a ranked shortlist of matching, authorization-ready waitlist patients.
-
2
Twilio - draft an offer text to each patient
twilio.com
WebRun opens Twilio to draft an offer text to each patient. - Draft a short, friendly SMS to each candidate offering the open slot with the date and time
- Personalize with the patient first name and the procedure already planned
- Queue every message as a draft in Twilio. Do not send. Leave all drafts for review
Done when A personalized offer text is drafted and queued for each candidate, none sent.
-
3
Slack - get front desk approval before sending
slack.com
WebRun opens Slack to get front desk approval before sending. - Post the open slot and the ranked candidate list to the front desk channel
- Show each drafted message so a staff member can approve, edit, or skip it
- Send only the offers a human approves. Never text a patient without approval
Done when The front desk has approved which offers to send for each open slot.
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 text patients without my approval?
No. Every offer text is drafted and queued in Twilio but never sent on its own. Your front desk reviews each one in Slack and only approved messages go out, so no patient is contacted without a human deciding.
How does it pick which waitlisted patients to offer the slot?
It matches the open slot's procedure, provider, and authorization status against the waitlist, then ranks candidates by how long they have waited so the fairest fit is offered first.
What if two slots open at once or a patient already rebooked?
It reads the live schedule in OmniMD each run, so filled slots and patients who already rebooked drop out, and it drafts a separate approval list for each remaining open slot.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.