Automated Authorization Tracking
Every morning, WebRun opens Axxess, scans every active patient's payer authorization for expiring dates or low remaining units, updates your authorization Google Sheet with current status, and posts a prioritized alert to the intake Slack channel so your team can request renewals before a claim is denied or a visit goes unauthorized.
How do I automatically track payer authorizations for home health patients?
WebRun opens Axxess every morning and scans every active patient's payer authorization for expiring dates or low remaining units. It updates your Google Sheets tracker with current status and posts a prioritized Slack alert to the intake team so renewals are requested before any patient visits without active authorization.
- Intake team sees expiring authorizations 14 days in advance for timely renewal
- No patient visits without active authorization because the gap was not spotted in time
- Both expiry date and unit balance are tracked so neither type of lapse is missed
Built for home health intake coordinators · billing managers · home health agencies · authorization specialists
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.axxess.comin a real browser with your saved login - no setup, no API keys. -
1
Axxess - scan authorization status
axxess.com
WebRun opens Axxess to scan authorization status. - Open Axxess and navigate to the authorization or payer section for active patients
- Identify authorizations expiring within the next 14 days or with fewer than 5 units remaining
- Capture the patient name, payer, authorization end date, units authorized, and units used for each
Done when Every authorization at risk of expiry or unit exhaustion is identified with its full details.
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2
Google Sheets - update the authorization tracker
google.com
WebRun opens Google Sheets to update the authorization tracker. - Open the authorization tracking Google Sheet
- Update the status, end date, and units remaining for each active authorization
- Add new rows for any patient not yet tracked and mark critical items with a color flag
Done when The authorization tracker Sheet reflects today's accurate status for every at-risk authorization.
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3
Slack - alert the intake team
slack.com
WebRun opens Slack to alert the intake team. - Post a daily authorization alert to the intake Slack channel
- Sort by urgency: authorizations expiring soonest or with fewest units listed first
- Tag the intake coordinator and include the payer name and renewal lead time for each item
Done when The intake team has a prioritized authorization alert in Slack with the payer and deadline for 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 an authorization renewal request to the payer automatically?
No. WebRun only reads authorization data from Axxess and updates the tracking sheet. Submitting renewal requests to payers is the intake team's responsibility. WebRun gives them the prioritized list and the lead time needed so renewals happen before a visit goes unauthorized.
What triggers an authorization alert: expiry date, unit count, or both?
Both. WebRun flags authorizations expiring within 14 days and those with fewer than 5 units remaining. You can adjust both thresholds in the workflow settings to match your agency's payer mix and renewal lead times.
What if an authorization has already been renewed but Axxess has not been updated yet?
WebRun reads live data from Axxess on each run. Once the renewed authorization is entered in Axxess, it is excluded from the next alert automatically. To keep alerts accurate, your team should update Axxess as soon as a payer confirms a renewal.
Related templates
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