Automated ABA Intake Waitlist Routing
Every morning, WebRun opens CentralReach, checks new intake requests and the waitlist, matches pending clients to available therapist capacity by geography and authorization status, logs the matches to a Google Sheet, and posts a routing digest to Slack for your intake coordinator to action.
How do I automatically route ABA intake requests and manage my waitlist?
WebRun checks CentralReach every morning for new intake requests and waitlisted clients, matches them to available therapist capacity by payer and location, logs the results to a Google Sheet, and posts a prioritized routing digest to Slack so your intake coordinator knows exactly who to contact next.
- Intake coordinator starts each day with a prioritized list of clients ready to schedule
- Clients with active authorizations are surfaced immediately so authorized hours are not wasted
- Waitlist position and days waiting are tracked automatically without manual spreadsheet updates
Built for ABA intake coordinators · BCBA clinic owners · 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 - review intake requests and waitlist
centralreach.com
WebRun opens CentralReach to review intake requests and waitlist. - Open CentralReach and navigate to the intake or referral queue
- List new intake requests received since the last run, noting payer, location, age, and service requested
- Open the waitlist and note each client's position, wait time, and authorization status
- Check current therapist caseloads for available capacity matching the incoming clients' needs
Done when New intake requests and waitlist clients are listed with their payer, location, and authorization status.
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2
Google Sheets - log routing matches
google.com
WebRun opens Google Sheets to log routing matches. - Open the Intake and Waitlist Routing sheet
- Append each new intake request as a row with its triage details and suggested therapist match
- Update waitlist rows with days on waitlist and any change in authorization status
- Flag clients with active authorizations and no scheduled start date as highest priority
Done when The routing sheet is current with all pending intakes and their suggested assignments.
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3
Slack - send intake coordinator the daily routing digest
slack.com
WebRun opens Slack to send intake coordinator the daily routing digest. - Post the daily intake routing digest to the intake coordinator's Slack channel
- List the count of new requests, clients ready to schedule, and total waitlist size
- Highlight the top matches ready for the coordinator to contact and link to the full routing sheet
Done when The intake coordinator has a Slack digest of today's routing priorities with a link to the 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 contact families on the waitlist directly?
No. WebRun only produces an internal routing digest for your intake coordinator. All family-facing outreach is handled by your team after reviewing the recommendations.
How does it prioritize who gets matched first?
Clients with an active authorization and no scheduled start date are flagged as highest priority. After that, it sorts by time on the waitlist and therapist capacity match.
What if a client on the waitlist gets placed with another provider?
The sheet reflects the current intake and waitlist state in CentralReach each morning. If a client's record is updated or closed in CentralReach, they will not appear in the next digest.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.