Automated ABA Session Note Completion Reminders
Each evening, WebRun opens CentralReach, identifies sessions from the past 48 hours that are missing a completed session note, groups them by therapist, posts an internal Slack digest for the clinical director, and drafts individual staff reminder emails for review before sending.
How do I automatically chase incomplete ABA session notes from therapists?
WebRun checks CentralReach every evening for sessions delivered in the past 48 hours that are missing a completed note. It posts a therapist-by-therapist digest to Slack for the clinical director and drafts individual reminder emails in Gmail, leaving every message unsent until a human reviews and approves it.
- Clinical director sees a grouped, therapist-by-therapist note-gap list every evening
- Reminder drafts are ready to review and send in under a minute
- Notes completed before the next run are excluded automatically from CentralReach live data
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.
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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 - find sessions missing notes
centralreach.com
WebRun opens CentralReach to find sessions missing notes. - Open CentralReach and navigate to the session notes or billing section
- Filter for sessions delivered in the past 48 hours with no completed note attached
- Capture the therapist name, client initials, session date, and session type for each incomplete record
- Group the results by therapist so each person's backlog is clear
Done when Every session missing a note from the past 48 hours is listed and grouped by therapist.
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2
Slack - alert the clinical director
slack.com
WebRun opens Slack to alert the clinical director. - Post a summary to the clinical director's Slack channel showing how many notes are outstanding and which therapists are affected
- List each therapist's incomplete count so the director can prioritize follow-up
- Flag any notes overdue by more than 24 hours with a separate urgency label
Done when The clinical director has a Slack digest of all outstanding notes grouped by therapist.
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3
Gmail - draft reminders for staff
gmail.com
WebRun opens Gmail to draft reminders for staff. - Draft a short, professional reminder email addressed to each therapist who has incomplete notes
- Include the number of outstanding notes, the session dates affected, and a direct link back to CentralReach
- Leave every draft in Gmail for the clinical director to review, personalize if needed, and send. Do not send any email automatically.
Done when A ready-to-send Gmail draft exists for each therapist with incomplete notes.
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 send reminder emails to therapists on its own?
No. WebRun drafts each reminder in Gmail and leaves it unsent for the clinical director to review and approve. No message goes to staff without a human sign-off.
How far back does it look for incomplete notes?
By default it checks sessions from the past 48 hours. This window ensures daily runs catch notes from both the current and previous day without generating noise from older records already actioned.
What if a therapist completes their notes after the evening run?
Each run reads live data from CentralReach, so any note completed before the next run is excluded. Therapists who are fully up to date will not appear in the digest.
Related templates
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