Automated ABA Authorization Expiry Tracking
Every morning, WebRun opens CentralReach, reviews all active authorization records, flags those expiring within 30 days, logs them to a Google Sheet with payer and unit details, and posts your billing team a prioritized Slack alert so no authorization lapses unnoticed.
How do I track and prevent ABA authorization expiries automatically?
WebRun opens CentralReach every morning, finds every active authorization expiring within 30 days, and logs each one to a Google Sheet with payer, service code, and units remaining. It then posts your billing team a Slack alert ranked by urgency, so renewals are started well before coverage lapses.
- No authorization lapses because the 30-day window is checked every single morning
- Billing team opens Slack to a ranked list of renewals to action each day
- Renewed authorizations drop off the list automatically from live CentralReach data
Built for ABA practice managers · ABA billing teams · BCBA clinic owners · behavioral health practices
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.centralreach.comin a real browser with your saved login - no setup, no API keys. -
1
CentralReach - check active authorizations
centralreach.com
WebRun opens CentralReach to check active authorizations. - Open CentralReach and navigate to the Authorizations section
- Filter for active authorizations expiring within the next 30 days
- Capture client name, payer, service code, authorized units, units used, and expiry date for each
- Note any authorizations with fewer than 10 units remaining regardless of expiry date
Done when Every at-risk authorization is listed with its payer, units, and expiry date.
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2
Google Sheets - log expiring authorizations
google.com
WebRun opens Google Sheets to log expiring authorizations. - Open the ABA Authorization Tracker sheet
- Append each expiring authorization as a new row with today's check date
- Mark any record already present as updated rather than duplicated
- Sort rows by days remaining, soonest first
Done when The tracker sheet reflects today's full expiry list, sorted by urgency.
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3
Slack - alert the billing team
slack.com
WebRun opens Slack to alert the billing team. - Post a summary to the billing Slack channel listing how many authorizations expire within 7, 14, and 30 days
- Include the top 5 most urgent records with client initials, payer, and expiry date
- Link to the full Google Sheet for the complete worklist
Done when The billing team has a prioritized Slack alert with a link to the full tracker.
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 submit renewal requests to the payer automatically?
No. WebRun drafts internal alerts and logs records for your billing team to review. All payer submissions and external communications are left for a human to approve and send.
How far in advance does it flag authorizations?
By default it flags authorizations expiring within 30 days, with a separate urgency tier for those expiring within 7 days. The look-ahead window can be adjusted in your run settings.
What if an authorization was already renewed in CentralReach?
It reads the live authorization status each morning, so any record already renewed or extended in CentralReach will reflect the new expiry date and drop off the urgent list automatically.
Related templates
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