Automated ABA No-Show and Cancellation Report
Every Monday, WebRun opens CentralReach, pulls the prior week's no-show and cancellation records, calculates rates by therapist, client, and cancellation reason, logs the results to a Google Sheet, and posts a digest to Slack for clinical leadership to review attendance trends and flag at-risk clients.
How do I automatically track and report ABA no-shows and cancellations?
WebRun pulls CentralReach no-show and cancellation records every Monday, calculates rolling 30-day attendance rates by client and therapist, and logs the results to a Google Sheet. It then posts a Slack digest for clinical leadership flagging clients above the no-show threshold, so the team can intervene before payers reduce authorization units.
- Clinical leadership sees practice-wide attendance rates and at-risk clients every Monday without a manual report
- Clients approaching payer no-show thresholds are flagged in time for team intervention
- Client and therapist-initiated cancellations are tracked separately to identify where the issue originates
Built for ABA clinical directors · BCBA supervisors · 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.
-
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 - pull no-show and cancellation records
centralreach.com
WebRun opens CentralReach to pull no-show and cancellation records. - Open CentralReach and navigate to session records or attendance reports
- Pull the prior week's sessions and filter for those marked as client no-show, late cancel, or therapist cancel
- Capture the client name, therapist, session date, cancellation type, and reason code for each record
- Group results by cancellation type, therapist, and client for pattern analysis
Done when All no-shows and cancellations from the prior week are listed with type, reason, and attribution.
-
2
Google Sheets - calculate and log attendance rates
google.com
WebRun opens Google Sheets to calculate and log attendance rates. - Open the No-Show and Cancellation Report sheet
- Append this week's records and calculate each client's rolling 30-day no-show and cancellation rate
- Flag clients whose no-show rate exceeds 25% in the past 30 days as at-risk for authorization review
- Summarize totals by therapist and by cancellation reason code for leadership review
Done when The report sheet is updated with this week's data, rolling rates, and at-risk client flags.
-
3
Slack - post the weekly attendance digest
slack.com
WebRun opens Slack to post the weekly attendance digest. - Post the weekly digest to the clinical Slack channel with total no-shows, total cancellations, and practice-wide no-show rate
- List clients flagged as at-risk due to high no-show rates in the past 30 days
- Break down the top cancellation reason codes and link to the full Google Sheet
Done when Clinical leadership has a Slack digest with practice-wide attendance rates and at-risk client flags.
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 with high no-show rates automatically?
No. The report is an internal clinical digest. Any family outreach about attendance patterns is handled by your BCBA or care coordinator after reviewing the report.
Why does a high no-show rate affect authorization status?
Many payers review authorization utilization rates and may reduce or discontinue authorization units if a client consistently fails to use scheduled services. The report flags at-risk clients early so the team can intervene proactively.
Does it distinguish between client cancellations and therapist cancellations?
Yes. Client no-shows, client-initiated cancellations, and therapist-initiated cancellations are tracked separately so leadership can identify whether attendance issues are on the client or staffing side.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.