Automated Vein Clinic Preauthorization Alerts
Every morning, WebRun opens 1st Providers Choice, finds upcoming procedures whose insurance preauthorization is pending, denied, or expiring within 5 days, logs each one to a Google Sheets tracker with the payer and CPT code, and emails your billing coordinator an Outlook alert ranked by how soon the procedure is scheduled.
How do I catch stalled insurance preauthorizations before they delay a vein procedure?
WebRun checks 1st Providers Choice every morning for procedures scheduled in the next 10 days whose insurance preauthorization is pending, denied, or expiring within 5 days. It logs each one to a Google Sheets tracker with the payer and CPT code, then emails your billing coordinator a ranked Outlook alert, so stalled preauthorizations get worked before they delay a procedure.
- Stalled preauthorizations are caught 5 or more days before the procedure date
- Billing gets a ranked worklist every morning instead of discovering gaps at check-in
- Approved preauthorizations drop off the alert automatically from live status
Built for vein clinic billing coordinators · practice managers · medical billing staff · vascular surgery 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
www.1stproviderschoice.comin a real browser with your saved login - no setup, no API keys. -
1
1st Providers Choice - check preauthorization status
1stproviderschoice.com
WebRun opens 1st Providers Choice to check preauthorization status. - Open 1st Providers Choice and list procedures scheduled in the next 10 days
- Check the insurance preauthorization status and vein-specific CPT code for each
- Flag any preauthorization that is pending, denied, or expiring within 5 days
Done when Every upcoming procedure has a captured preauthorization status.
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2
Google Sheets - log the preauth tracker
google.com
WebRun opens Google Sheets to log the preauth tracker. - Open the Preauthorization Tracker
- Add or update a row per flagged procedure with payer, CPT code, status, and procedure date
- Sort so the soonest procedure date sits at the top
Done when The tracker reflects every at-risk preauthorization sorted by urgency.
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3
Outlook - alert the billing coordinator
microsoft.com
WebRun opens Outlook to alert the billing coordinator. - Email the billing coordinator a summary of how many preauthorizations are pending, denied, or expiring
- List the most urgent cases first with patient initials, payer, and procedure date
- Link to the full Google Sheets tracker for the complete list
Done when The billing coordinator has today's ranked preauthorization alert in their inbox.
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 it contact the insurance company on its own?
No. WebRun only checks the preauthorization status already in 1st Providers Choice and alerts your billing coordinator. Any call, portal submission, or appeal to the payer is still made by your team.
How far ahead does it check?
It looks at procedures scheduled in the next 10 days and flags any preauthorization that's pending, denied, or expiring within 5 days, so there's time to resolve it before the visit.
What if the preauthorization gets approved before the procedure?
It reads the live status in 1st Providers Choice each morning, so any preauthorization that's since been approved is dropped from the alert automatically.
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