Automated Home Care Payer Authorization Tracking
Every morning, WebRun opens WellSky, finds active client authorizations expiring within 30 days, posts an internal Slack digest ranked by urgency to the billing team, and drafts a renewal request email for each at-risk client in Gmail for a coordinator to review and submit to the payer.
How do I automatically track and renew expiring payer authorizations for home care clients?
Every morning, WebRun scans WellSky for payer authorizations expiring within 30 days, ranks them by urgency, and posts an internal Slack digest to the billing team. It also drafts a renewal request in Gmail for each at-risk client. No renewal is submitted to a payer until a coordinator reviews and approves it.
- No authorization expires mid-service without advance warning
- Billing team gets a daily ranked risk list before payer offices open
- Renewal drafts are ready for one-click coordinator review and send
Built for home care agencies · home health billing teams · authorization coordinators · revenue cycle managers
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
login.wellsky.comin a real browser with your saved login - no setup, no API keys. -
1
WellSky - scan authorization expiry dates
wellsky.com
WebRun opens WellSky to scan authorization expiry dates. - Open WellSky and navigate to the authorization management section
- Filter for active authorizations with an end date within the next 30 days
- Note the client name, payer, authorization number, service type, authorized units, and expiry date for each
- Flag authorizations expiring within 7 days as critical
Done when Every authorization expiring within 30 days is listed with full payer and service details.
-
2
Slack - post billing team expiry digest
slack.com
WebRun opens Slack to post billing team expiry digest. - Post a daily authorization expiry digest to the billing Slack channel
- Sort by urgency: critical (under 7 days) listed first, then at-risk (7 to 30 days)
- Include the client, payer, service type, and days remaining for each
- Tag the billing coordinator for any authorization expiring within 7 days
Done when The billing team has today's authorization expiry risk list in Slack.
-
3
Gmail - draft renewal requests for review
gmail.com
WebRun opens Gmail to draft renewal requests for review. - Draft a renewal request email for each expiring authorization, including the client name, payer, authorization number, service type, and requested extension period
- Address each draft to the appropriate payer contact based on your payer directory
- Save every draft in Gmail for the billing coordinator to review, edit, and send
- Do not submit or send any renewal request automatically
Done when One Gmail draft renewal request exists per expiring authorization, ready for billing coordinator review.
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 renewal requests to payers automatically?
No. Every renewal draft is saved in Gmail for a billing coordinator to review and send. No payer communication is submitted without explicit human approval, protecting billing accuracy and compliance.
Which payers and authorization types does it cover?
It reads all active authorizations in WellSky regardless of payer type, including Medicaid, Medicare Advantage, long-term care insurance, and private pay authorizations your agency tracks in the system.
What happens if an authorization has already lapsed?
Expired authorizations are flagged separately as lapsed in the Slack digest with a critical label, so the billing team knows to escalate those immediately rather than waiting for the normal renewal process.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.