Automated Therap IDD Referral Pipeline Tracking
Every morning, WebRun opens Therap, pulls the current status of all active referrals, updates a Google Sheets referral pipeline tracker, and on Mondays posts a weekly summary to the intake Slack channel so the team can see which referrals need follow-up and which are moving toward enrollment.
How do I automatically track IDD referrals from intake to enrollment in Therap?
WebRun opens Therap every morning, pulls the current status of all active referrals from first contact through enrollment, updates a Google Sheets pipeline tracker with timestamps, and posts a Monday summary to the intake Slack channel flagging any referral stalled for more than seven days so no prospective placement goes cold.
- Every active referral visible in a live pipeline tracker updated each morning
- Stalled referrals surfaced to the intake team before they go cold
- Intake team starts each week with a stage count and a link to the full pipeline
Built for IDD intake coordinators · program directors · group home administrators · waiver enrollment 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
www.therapservices.netin a real browser with your saved login - no setup, no API keys. -
1
Therap - pull current status of all active referrals
therapservices.net
WebRun opens Therap to pull current status of all active referrals. - Open Therap and navigate to the referral or intake section
- Pull the status of all open referrals: new, pending assessment, pending funding, and pending enrollment
- Note any referral that has not had a status update in the past 7 days as stalled
Done when All active referrals are listed with their current status and a stalled flag where applicable.
-
2
Google Sheets - update referral pipeline tracker
google.com
WebRun opens Google Sheets to update referral pipeline tracker. - Open the Referral Pipeline Tracker sheet
- Update the status column for each existing referral row and add new rows for any referrals added since the last run
- Stamp each row with today's date so the tracker shows when each status last changed
Done when The pipeline tracker reflects the current status of every active referral with last-updated timestamps.
-
3
Slack - post weekly referral pipeline summary to intake team
slack.com
WebRun opens Slack to post weekly referral pipeline summary to intake team. - On Mondays, post a pipeline summary to the intake channel showing referral counts by stage
- Highlight any referral flagged as stalled with the number of days since the last update
- Include a link to the full pipeline tracker in Google Sheets
Done when The intake team has a weekly referral pipeline count in Slack with stalled referrals called out.
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 referring source or the family automatically?
No. WebRun only tracks referral status and updates the internal pipeline. All outreach to referring providers, families, or funding agencies is handled by intake staff after reviewing the tracker.
How does it define a stalled referral?
Any referral with no status change recorded in Therap for seven or more days is flagged as stalled. The threshold can be adjusted to match your agency's referral response standards.
Can it track referrals from multiple sources such as hospitals, schools, and county offices?
Yes. It tracks all referrals recorded in Therap regardless of the referring source. The pipeline tracker captures the referral source for each row so the intake team can filter by origin.
Related templates
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