Automated Therap New Individual Intake Document Chaser
Every morning, WebRun opens Therap, identifies newly enrolled individuals with incomplete intake records, logs each documentation gap to a Google Sheets tracker, and drafts a follow-up message to the assigned coordinator to review and send.
How do I automatically track missing intake documents for new IDD service recipients?
WebRun opens Therap every morning, checks each newly enrolled individual for missing intake documents such as ISP, health forms, consents, and EVV enrollment, logs the gaps to a Google Sheets tracker, and drafts a coordinator follow-up for staff to review and send before services begin.
- Missing intake documents caught before services begin, not after
- Coordinators get a daily gap list and ready-to-send drafts each morning
- No individual starts services with an incomplete record
Built for IDD intake coordinators · case managers · program directors · waiver enrollment staff
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.therapservices.netin a real browser with your saved login - no setup, no API keys. -
1
Therap - identify incomplete intake records
therapservices.net
WebRun opens Therap to identify incomplete intake records. - Open Therap and filter for individuals enrolled in the past 30 days
- Check each record for required intake documents: ISP, health forms, emergency contacts, consents, and EVV enrollment
- List which required items are missing for each new individual
Done when Every new individual with a missing intake document is listed with the specific gaps identified.
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2
Google Sheets - log documentation gaps for each new individual
google.com
WebRun opens Google Sheets to log documentation gaps for each new individual. - Open the New Intake Tracker sheet
- Add or update one row per individual with columns for each required document and a checkmark or gap status
- Sort rows by enrollment date so the newest intakes appear first
Done when The intake tracker reflects the current document status for every recently enrolled individual.
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3
Gmail - draft coordinator follow-up for review
gmail.com
WebRun opens Gmail to draft coordinator follow-up for review. - Draft a follow-up email to the assigned coordinator for each individual with outstanding gaps
- List the specific missing documents in the body of each draft without including protected health information in the subject line
- Leave all drafts unsent for coordinator review - never send without human approval
Done when One Gmail draft per incomplete intake is ready for coordinator review and sending.
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 contact the individual or their family to request documents?
No. WebRun only drafts messages to the assigned care coordinator. All outreach to individuals, families, or guardians is reviewed and sent by a staff member, never automatically.
Which intake documents does it check for?
It checks for the items configured as required in Therap: ISP, health and safety forms, emergency contacts, signed consents, and EVV enrollment. The document checklist can be adjusted to match your agency's intake requirements.
What happens once all intake documents are complete for an individual?
On the next morning run, that individual no longer has any gaps, so no new draft is created and their tracker row is marked complete.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.