Automated ABA Authorization Units Burn-Rate Alerts
Every morning, WebRun opens CentralReach, calculates each active client's authorization unit burn rate against their remaining units and authorization period, logs a daily snapshot to Google Sheets, and posts a Slack alert for any client projected to run out early or fall significantly below expected utilization.
How do I automatically monitor ABA authorization unit burn rates?
WebRun calculates each active client's authorization unit burn rate in CentralReach every morning, comparing units used to units remaining and days left in the period. It logs a daily snapshot to Google Sheets and sends a Slack alert whenever a client is projected to exhaust units early or leave a significant portion unused, so the team can adjust schedules before revenue or future authorizations are affected.
- No authorization is exhausted weeks early because the burn rate is checked every morning
- Underutilization is caught before month-end so the team can add sessions and protect future authorization amounts
- Slack alerts are only sent when action is needed, so the team is not flooded with noise
Built for ABA billing specialists · BCBA clinical directors · ABA practice managers · 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 - calculate authorization unit burn rates
centralreach.com
WebRun opens CentralReach to calculate authorization unit burn rates. - Open CentralReach and navigate to authorization management
- For each active authorization, read the total authorized units, units used to date, units remaining, and authorization end date
- Calculate the daily burn rate as units used divided by days elapsed in the authorization period
- Project the units remaining at the authorization end date based on current pace
- Flag any client projected to exhaust units more than 14 days before expiry, or projected to leave more than 20% of units unused
Done when Every active authorization has a calculated burn rate and a projected surplus or shortfall.
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2
Google Sheets - log daily burn-rate snapshots
google.com
WebRun opens Google Sheets to log daily burn-rate snapshots. - Open the Authorization Burn Rate Tracker sheet
- Append today's snapshot row per client with units used, units remaining, days remaining, burn rate, and projected status
- Color-code rows: red for clients burning too fast, yellow for clients burning too slow, green for on-track
- Preserve historical rows so burn rate trends are visible over time
Done when Today's burn rate snapshot is logged for all active authorizations with status color coding.
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3
Slack - alert the clinical and billing team
slack.com
WebRun opens Slack to alert the clinical and billing team. - Post a Slack alert only when one or more clients are flagged as at-risk, either burning too fast or underutilizing
- List each flagged client's initials, payer, units remaining, days left in the auth period, and projected status
- Link to the Google Sheet for the full burn rate dashboard
Done when The clinical and billing team has a Slack alert for every at-risk authorization, with no alert sent when all clients are on track.
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 contact the payer or request additional units automatically?
No. WebRun only surfaces the burn-rate risk internally to your team. Any authorization modification requests, appeals, or payer communications are handled by your billing or clinical staff after reviewing the alert.
How does it define burning too fast versus too slow?
By default, it flags clients projected to exhaust units more than 14 days before the authorization expires as burning too fast, and clients projected to leave more than 20% of units unused as burning too slow. Both thresholds can be adjusted in your run settings.
Why does underutilization matter if the client still has coverage?
Payers can use low utilization rates to justify reducing future authorization amounts. Flagging slow burn early gives your scheduling team time to fill in gaps and protect future authorizations.
Related templates
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