Automated ABA Treatment Plan Review Reminders
Every Monday, WebRun opens CentralReach, finds all active clients whose treatment plans are due for review within the next 30 days, logs them to a Google Sheet, posts a prioritized Slack worklist for BCBAs, and drafts family notification messages in Gmail for clinical review before sending.
How do I automatically track ABA treatment plan review deadlines?
WebRun checks CentralReach every Monday for active clients whose treatment plans are due for review within 30 days, logs them to a Google Sheet sorted by due date, and posts a BCBA-tagged Slack digest. It also drafts family notification emails in Gmail, leaving every message unsent until the BCBA reviews and approves it.
- No treatment plan review deadline is missed because the 30-day window is checked every Monday
- BCBAs see their upcoming review obligations in Slack each week without manually searching CentralReach
- Family notification drafts are ready for clinical approval within minutes of the weekly run
Built for BCBAs · ABA 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 - find plans due for review
centralreach.com
WebRun opens CentralReach to find plans due for review. - Open CentralReach and navigate to client treatment plans
- Filter for active clients whose treatment plan review date falls within the next 30 days
- Capture the client name, assigned BCBA, review due date, payer, and current authorization expiry
- Note whether a review meeting has already been scheduled in the system
Done when Every treatment plan due for review within 30 days is listed with its BCBA and due date.
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2
Google Sheets - log the treatment plan review schedule
google.com
WebRun opens Google Sheets to log the treatment plan review schedule. - Open the Treatment Plan Review Tracker sheet
- Append each upcoming review as a row with the due date and assigned BCBA
- Sort by review due date, soonest first
- Flag plans already overdue in a separate urgency column
Done when The tracker sheet is current with all upcoming and overdue treatment plan reviews.
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3
Slack - notify BCBAs of upcoming reviews
slack.com
WebRun opens Slack to notify BCBAs of upcoming reviews. - Post a weekly digest to the clinical Slack channel listing counts of plans due within 7, 14, and 30 days
- Tag the assigned BCBA for each client review due within 7 days
- Link to the full Google Sheet tracker for the complete review schedule
Done when BCBAs have a Slack digest of their upcoming treatment plan review obligations for the week.
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4
Gmail - draft family review notification messages
gmail.com
WebRun opens Gmail to draft family review notification messages. - Draft a professional notification email to each family whose treatment plan review is due within 14 days
- Include the review purpose, the assigned BCBA's name, and a request to schedule a review meeting
- Save every draft unsent in Gmail for BCBA review and approval. Do not send any family-facing message automatically.
Done when A Gmail draft exists for each family with a plan review due within 14 days, awaiting BCBA approval.
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 family notifications without BCBA approval?
No. Every family-facing message is saved as a Gmail draft and requires BCBA review and approval before sending. No information about a client's treatment plan is sent externally without clinical sign-off.
How does it handle plans that are already overdue for review?
Overdue plans are flagged in a separate urgency column in the tracker sheet and listed first in the Slack digest so BCBAs can prioritize those reviews immediately.
What if a review meeting has already been scheduled in CentralReach?
It checks whether a review is already scheduled before adding the record to the active list. Clients with a review meeting already booked will not appear in the digest.
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