Automated ASC Prior Authorization Expiry Tracking
Every morning, WebRun opens HST Pathways, pulls all scheduled cases with prior authorizations expiring within 14 days, logs each to a Google Sheet with urgency tiers, and posts a prioritized alert to Slack so billing staff can act before cases are denied.
How can I track expiring prior authorizations for ASC cases automatically?
WebRun scans HST Pathways every morning for surgical cases whose prior authorizations expire within 14 days, logs them to a color-coded Google Sheet by urgency, and posts a Slack alert to the billing team. Expiring within 3 days are called out separately so renewals happen before cases are denied.
- Expiring authorizations are caught up to 14 days before case denial
- Billing team opens Slack each morning with a prioritized renewal list
- Zero cases slip through because of an overlooked expiration date
Built for ASC billing teams · authorization specialists · ambulatory surgery center administrators
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
www.hstpathways.comin a real browser with your saved login - no setup, no API keys. -
1
HST Pathways - scan for expiring prior authorizations
hstpathways.com
WebRun opens HST Pathways to scan for expiring prior authorizations. - Open HST Pathways and navigate to the scheduling or authorization management section
- Filter for cases with prior authorization expiration dates within the next 14 days
- Capture the case date, patient (internal ID only), insurer, authorization number, expiry date, and surgeon for each
- Sort by days until expiry so the most urgent cases rise to the top
Done when All cases with an authorization expiring within 14 days are captured and sorted by urgency.
-
2
Google Sheets - log cases by urgency tier
google.com
WebRun opens Google Sheets to log cases by urgency tier. - Open the prior-auth expiry tracker sheet
- Add a row for each at-risk case with expiry date, insurer, authorization number, and days remaining
- Color-code rows: red for expiring within 3 days, yellow for 4 to 7 days, green for 8 to 14 days
Done when All at-risk cases are logged and tiered by urgency in the tracker sheet.
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3
Slack - alert billing team to act
slack.com
WebRun opens Slack to alert billing team to act. - Post a daily summary to the billing channel listing the count of expiring authorizations by tier
- Call out any authorizations expiring within 3 days by name with their insurer and case date
- Link to the Google Sheet for the full list
Done when Billing staff have today's prior-auth alert in Slack with a direct 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
Does WebRun submit renewal requests to the insurer?
No. WebRun only flags and logs expiring authorizations for your billing team to act on. All insurer contact and renewal submissions are done by your staff.
How far out does it look for expiring authorizations?
It flags authorizations expiring within 14 days by default. Cases expiring within 3 days are highlighted as urgent so your team can prioritize the most time-sensitive renewals first.
What if an authorization was already renewed?
The tracker pulls live data from HST Pathways each morning, so cases with updated authorization dates are automatically excluded from the alert.
Related templates
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