How to Automate WellSky

WellSky automates the clinical record and the revenue cycle for post-acute agencies. Documentation, visit calendars, referrals and claims processing are handled inside the platform, with AI tools drafting notes. Tracking what payers and regulators require, on their portals and to their deadlines, is still manual.

Written by Yara Haddad Data operations
Reviewed by Julian Adeniyi Retail operations
Updated Aug 14, 2026 · 3 min read

WellSky holds the record that regulators read

WellSky is software for post-acute and community care: home health, hospice and palliative care, private duty, therapy and infusion, used by several thousand agencies. Its family includes WellSky Hospice and Palliative, the Kinnser Link mobile app for clinicians working offline, and CareTend for infusion.

The care happens in somebody's home, but the record is the thing that gets audited, and in this sector the record is not a formality. Reimbursement depends on it. Survey readiness depends on it. An agency can deliver excellent care and still be in serious trouble because a document was late.

That gives everything in this field a deadline attached. Not a preference, a date, usually set by a payer or a regulator who will not be negotiating it.

Compliance is a deadline, not a document

In most agencies there is a coordinator with a spreadsheet, and the spreadsheet is what the agency actually runs on.

It tracks which authorisations expire this week, which face-to-face documentation is still outstanding, which claims were denied and when the appeal window closes, which referrals came in and have not been actioned. It is maintained by a person opening payer portals one at a time and typing what they find.

The spreadsheet exists because the information lives in a dozen places: several payer portals, a referral source's system, a hospital's discharge platform, a state site. WellSky holds the agency's own record beautifully and cannot see any of them.

When that coordinator is on leave, the agency does not stop. It just quietly starts missing dates, and finds out weeks later in the form of denied claims.

The wellsky.com homepage, the app these three jobs run in. WellSky
Deadlines that surface early Authorisations and filing windows checked daily, so a date is met rather than discovered after it passed.
Payer portals kept current Eligibility, authorisation status and denials read from each payer's own site without a person working through a list.
Clinicians left alone The administrative chase happens away from the visit, so field staff are not doing portal work in a car.

WellSky automates the record and the claim

The platform covers the agency's internal workflow thoroughly, and it is worth being precise about how much.

Referrals are received securely, visits across disciplines sit on one calendar, and bereavement follow-up tasks are managed as part of the hospice workflow. The claims process is expedited for managed care and Medicare, with claim submission issues, remittance and payments across different payers handled inside the system. Kinnser Link lets clinicians work offline in the field and sync later. WellSky Scribe provides ambient documentation, WellSky Extract pulls data out of documents, and WILA is a voice-enabled assistant, with the company reporting substantial reductions in documentation time.

All of that acts on the agency's own record and the channels WellSky has built.

The payer portal is a different world. So is the referring hospital's discharge system and the state licensing site. Each has its own login, its own layout, and no intention of integrating with anyone.

The agency runs on systems WellSky does not own

The tracking spreadsheet is a single point of failure held together by one coordinator's memory. Every figure in it was copied out of a portal that can be read directly.

Authorisation status checked across every payer each morning, so anything expiring inside two weeks gets extended rather than discovered on a denial letter. Eligibility verified ahead of admission rather than after the first visit has already been delivered unpaid.

Denials collected from each payer portal with their appeal windows, ordered by which closes first. Referrals pulled from hospital discharge platforms so nothing waits in a queue nobody opened over a weekend. Remittance advice downloaded and filed against the right claim.

The boundary in care is firm and it is worth stating plainly. This gathers, checks and flags. It does not make clinical decisions, and anything that changes a patient record or communicates with a family is prepared for a qualified person to review and send. Taking the chasing away gives that person their week back, which is the entire point.

Checking portals is not care

An agency's scarcest resource is people who understand both the clinical and the administrative side. Those people currently spend a large part of the week logging into other organisations' websites.

WebRun is an AI agent that works a real Chrome browser, signed in as your staff are. It opens each payer portal, the referral platform or the state site, reads what is there, and brings back a list with the dates attached.

It runs on your schedule in your own private environment, sessions are not shared between tools, and a workflow can be locked to an explicit list of sites. You can watch a run and stop it.

The workflows below are already built, and each one names what it opens.

Questions people ask

Can it be restricted to specific payer sites?

Yes. A workflow can be locked to an explicit list of domains, so it can only reach the portals you named and cannot wander anywhere else with a session.

Does it make any clinical decision?

No. It gathers, compares and flags. Anything that changes a patient record or reaches a family is prepared for a qualified person to review before it goes anywhere.

What about portals that need multi-factor authentication?

A login needing a one-time code needs a person the first time. That session is then reused on later runs, so the interruption is occasional rather than daily.

32 ready-made WellSky workflows

Each one names the apps it touches and the exact steps it takes. Open one to read what it will do, then turn it on.

Automated WellSky Ventilator Weaning Reports
Every morning before rounds, WebRun pulls each ventilated patient's weaning trend from WellSky, logs it to Google Sheets, and posts the report to Microsoft Teams for the rounding team.
WellSky›Google Sheets›Microsoft Teams
Automated WellSky Ventilator Check Alerts
Every 15 minutes, WebRun checks WellSky for ventilator safety checks past their due window, drafts a Twilio text for the charge therapist to review, and logs each flag to Google Sheets.
WellSky›Twilio›Google Sheets
Automated WellSky Therapy Order Renewal Alerts
Every morning, WebRun checks WellSky for respiratory therapy orders expiring within 24 hours, drafts a Twilio text reminder for the unit clerk to review, and logs every expiring order to Google Sheets.
WellSky›Twilio›Google Sheets
Automated WellSky Therapist Workload Balancing
At every shift change, WebRun compares each therapist's patient assignment load in WellSky and posts a Microsoft Teams alert to the charge therapist when one therapist is carrying too much.
WellSky›Microsoft Teams
Automated WellSky SBT Eligibility Reminders
Every morning, WebRun checks WellSky for ventilated patients who meet spontaneous breathing trial criteria, and drafts a Twilio text reminder for the charge therapist to review before rounds.
WellSky›Twilio
Automated WellSky Shift Handoff Summaries
Twenty minutes before each shift change, WebRun pulls each therapist's patient activity from WellSky and drafts a shift handoff summary in Microsoft Teams for the outgoing therapist to review before the next shift takes over.
WellSky›Microsoft Teams
Automated WellSky Protocol Compliance Flags
Every night, WebRun reviews the day's completed treatments in WellSky against the active respiratory protocols, logs each deviation to Google Sheets, and alerts the RT supervisor in Microsoft Teams.
WellSky›Google Sheets›Microsoft Teams
Automated WellSky PRN Follow Up Tracking
Every hour, WebRun checks WellSky for PRN respiratory treatments given without a documented follow up assessment, and logs each open item to Google Sheets.
WellSky›Google Sheets
Automated WellSky Missed Treatment Alerts
Every hour, WebRun checks WellSky for respiratory treatments that are overdue or missed, logs each one to Google Sheets, and pings the charge therapist in Microsoft Teams so it gets covered before the shift ends.
WellSky›Google Sheets›Microsoft Teams
Automated WellSky Equipment Shortage Alerts
Every hour, WebRun checks WellSky's equipment inventory against today's assignments, logs low stock items to Google Sheets, and alerts the charge therapist in Microsoft Teams before a shift runs short.
WellSky›Google Sheets›Microsoft Teams
Automated WellSky Daily Workload Digest
Every morning, WebRun pulls yesterday's treatment volume, therapist productivity, and open orders from WellSky, logs the full breakdown to Google Sheets, drafts a Twilio summary for the manager, and posts the digest to Microsoft Teams.
WellSky›Google Sheets›Twilio
Automated WellSky Critical ABG Alerts
Within minutes of a critical arterial blood gas result posting in WellSky, WebRun drafts an urgent Twilio text for the on call therapist to review and send, and posts the same alert to the Microsoft Teams care team channel.
WellSky›Twilio›Microsoft Teams
Automated WellSky Hospice Visit Frequency Compliance
WebRun reviews WellSky each morning, compares each patient's completed visits against their plan-of-care frequency, and posts a Slack worklist of any patient who is falling behind so the scheduling team can close the gap.
WellSky›Google Sheets
Automated WellSky Hospice Supply Delivery Coordination
WebRun reviews WellSky each morning for patients whose supplies are due for reorder or whose delivery is overdue, logs each to a Google Sheet, and posts a coordination list to Slack so the supply team can dispatch before patients run out.
WellSky›Google Sheets
Automated WellSky Hospice Recertification Tracking
WebRun scans WellSky each morning for patients whose hospice benefit period recertification is coming due, flags any whose face-to-face or physician signature is not yet complete, and posts a prioritized worklist to Slack.
WellSky›Slack
Automated WellSky Hospice Plan of Care Review Tracking
WebRun scans WellSky each morning for patients whose interdisciplinary plan of care review is coming due, checks whether the required disciplines have signed, and posts a worklist to Slack so the care team can complete reviews before the deadline.
WellSky›Slack
Automated WellSky Hospice Admission Onboarding Kickoff
When WellSky records a new hospice admission, WebRun builds an onboarding checklist in Airtable, assigns tasks to the clinical and administrative team, and posts a kickoff summary to Slack so the intake team can move fast on day one.
WellSky›Airtable›Slack
Automated WellSky Hospice Missed Visit Followup
WebRun checks WellSky each morning for visits that were scheduled but not completed, logs them to a Google Sheet, and posts a same-day Slack alert to the scheduling team so missed visits are rescheduled quickly.
WellSky›Slack›Google Sheets
Automated WellSky Hospice Medication Reconciliation Queue
WebRun opens WellSky each morning, finds patients whose medication profiles have not been reconciled within the required window or have a recent order change, and posts a prioritized reconciliation queue to Slack for the clinical team.
WellSky›Slack
Automated WellSky Hospice IDG Meeting Prep
Before each interdisciplinary group meeting, WebRun pulls the patient list from WellSky, checks visit frequency compliance, open medication reconciliations, plan-of-care review status, and outstanding documentation, and delivers a ready-to-use IDG prep digest to the team.
WellSky›Google Sheets
Automated WellSky Hospice Family Update Drafts
WebRun checks WellSky each morning for patients with a significant status change, drafts a compassionate family update message for each, and queues every draft in Gmail for your care coordinator to review, personalize, and send.
WellSky›Gmail
Automated WellSky Hospice Documentation Completion Chaser
WebRun scans WellSky each morning for visit notes, assessments, and care summaries that are overdue or incomplete, logs each gap to a Google Sheet, and posts a Slack alert to the clinical team so documentation is completed before billing cycles close.
WellSky›Google Sheets›Slack
Automated WellSky Hospice Denied Claim Tracking
WebRun checks WellSky each morning for newly denied hospice claims, logs each denial with its reason code and age to Google Sheets, and posts a Slack alert to the billing team so appeals are filed before timely-filing limits expire.
WellSky›Google Sheets›Slack
Automated WellSky Hospice Daily Census Digest
WebRun pulls the current patient census from WellSky each morning, tallies admissions, discharges, and deaths since yesterday, and posts a clean digest to Slack so every department starts the day with the same picture.
WellSky›Slack

Want one of these running on your own WellSky?

Show WebRun the process once and it will run it on schedule, in your own private browser environment.

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