Automated Therap No-Show Recovery Tracking
Every morning, WebRun opens Therap, finds sessions from the prior day with no service note recorded, logs each no-show to a Google Sheets tracker, and drafts a reschedule outreach for staff to review and send.
How do I automatically track no-show sessions in Therap for IDD services?
WebRun opens Therap every morning, finds sessions from the prior day with no service note recorded, logs each no-show to a Google Sheets tracker for billing follow-up, and drafts a reschedule outreach in Gmail for staff to review and approve before any message is sent.
- Every missed session is logged before the billing window closes
- Reschedule drafts are ready for staff in minutes, not hours
- No-show patterns flagged automatically for priority follow-up
Built for IDD service agencies · group home operators · day program coordinators · waiver billing 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 - find sessions with no note recorded
therapservices.net
WebRun opens Therap to find sessions with no note recorded. - Open Therap and navigate to the scheduling or daily notes section
- Filter for sessions scheduled yesterday with no corresponding service note
- Capture the individual name, service type, scheduled time, and assigned staff for each gap
Done when Every session from yesterday without a recorded note is listed with full details.
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2
Google Sheets - log no-shows for billing follow-up
google.com
WebRun opens Google Sheets to log no-shows for billing follow-up. - Open the No-Show Recovery tracker sheet
- Append one row per missed session with date, individual, service type, staff, and status set to Open
- Flag any individual with two or more no-shows in the past 30 days for priority follow-up
Done when All no-shows are logged in the tracker with correct status and priority flags.
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3
Gmail - draft reschedule outreach for staff review
gmail.com
WebRun opens Gmail to draft reschedule outreach for staff review. - Draft a reschedule outreach message for each no-show, addressed to the assigned staff or care coordinator
- Include the individual name, missed date, and suggested reschedule window
- Leave every draft unsent for staff review - never send without human approval
Done when One Gmail draft exists per no-show, ready for staff to review and send.
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 send the reschedule message to families without my approval?
No. WebRun only drafts the outreach in Gmail. Every message stays unsent until a staff member reviews and approves it. No communication goes to individuals or families automatically.
How does it know a session was a no-show versus just late documentation?
It flags sessions where no service note exists as of the morning run. If a note is added later that day, the row in the tracker can be marked resolved on the next run.
Does it handle multiple service types like day program and residential?
Yes. It checks all scheduled session types in Therap and logs each separately by service type, so billing staff can follow up by the correct waiver or funding source.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.