Automated CharmHealth Prior Authorization Tracking
Every morning, WebRun opens CharmHealth, scans upcoming appointments for procedures that require prior authorization, checks the auth status on each, logs the full tracker to Google Sheets, and posts a prioritized alert to Slack so your billing team can chase any missing or expiring authorizations before the appointment date.
How can I automatically track prior authorizations for upcoming ENT appointments?
WebRun scans CharmHealth every morning for upcoming ENT appointments that require prior authorization, checks the status of each, updates a Google Sheets tracker, and posts a Slack alert to your billing team listing every missing or expiring authorization so nothing is missed before appointment day.
- No appointment is left without a confirmed prior authorization
- Billing team gets a daily alert with only the items needing action
- Day-of authorization denials are reduced
Built for ENT billing teams · otolaryngology practices · ENT practice managers · medical billing staff
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.charmhealth.comin a real browser with your saved login - no setup, no API keys. -
1
CharmHealth - scan upcoming appointments for prior auth requirements
charmhealth.com
WebRun opens CharmHealth to scan upcoming appointments for prior auth requirements. - Open CharmHealth and pull appointments scheduled within the next 14 days
- Filter to procedures that require prior authorization such as audiograms, sinus procedures, or imaging
- Check the prior authorization status for each: approved, pending, not submitted, or expiring within 3 days
- Capture the patient name, appointment date, procedure, payer, and auth status
Done when All upcoming appointments requiring prior auth are listed with their current authorization status.
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2
Google Sheets - log and update the authorization tracker
google.com
WebRun opens Google Sheets to log and update the authorization tracker. - Update the prior authorization tracker sheet with today's status for each appointment
- Highlight rows where auth is missing or expires before the appointment date
- Archive rows for appointments that are fully authorized and more than 14 days out
Done when The authorization tracker is current and color-coded by urgency.
-
3
Slack - alert billing to pending or expiring authorizations
slack.com
WebRun opens Slack to alert billing to pending or expiring authorizations. - Post a prioritized alert to the billing Slack channel listing appointments with missing or expiring authorizations
- Include the appointment date, patient name, payer, and procedure for each item requiring action
- Add a link to the Google Sheets tracker for full detail
Done when Billing staff have today's auth alert in Slack and can act on each item.
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 submit prior authorization requests automatically?
No. WebRun identifies which authorizations are missing or expiring and alerts your billing team in Slack. All submissions are made by staff, ensuring accuracy and compliance before anything is filed with a payer.
Which procedures does it check for prior auth requirements?
It flags any procedure type you configure as requiring authorization, such as audiograms, sinus endoscopies, CT scans, or allergy testing, based on the appointment details in CharmHealth.
How far ahead does it look?
By default it scans appointments within the next 14 days, giving your billing team enough lead time to secure authorization before the visit.
Related templates
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