Automated LTC Pharmacy Prior Auth Expiry Tracking
Every morning, WebRun opens FrameworkLTC, finds all active prior authorizations expiring within 30 days, sorts them by urgency and facility, logs the renewal list to Google Sheets, and drafts reminder emails to your billing team for any authorization expiring within 7 days so no resident has their medication interrupted by a lapsed PA.
How do I automatically track prior authorization expirations in my LTC pharmacy?
WebRun scans FrameworkLTC every morning for prior authorizations expiring within 30 days, sorts them by urgency and facility, logs the full list to Google Sheets, and drafts Gmail reminder emails for any PA expiring within 7 days so your billing team can review and submit renewals before a single resident's medication coverage lapses.
- No resident medication is interrupted by a lapsed prior authorization
- Billing team starts each day with a sorted, urgency-ranked PA renewal list
- PAs already renewed fall off the worklist automatically without manual cleanup
Built for long-term care pharmacies · LTC pharmacy billing teams · pharmacy directors · nursing facility medication coordinators
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.frameworkltc.comin a real browser with your saved login - no setup, no API keys. -
1
FrameworkLTC - scan prior auth expiration dates
frameworkltc.com
WebRun opens FrameworkLTC to scan prior auth expiration dates. - Open FrameworkLTC and navigate to the prior authorization management section
- Filter active prior authorizations with expiration dates within the next 30 days
- Record the resident identifier, facility, medication, payer, PA number, and expiration date for each
- Flag any authorization expiring within 7 days as urgent
Done when All prior authorizations expiring within 30 days are listed with their urgency status.
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2
Google Sheets - log renewal worklist by urgency
google.com
WebRun opens Google Sheets to log renewal worklist by urgency. - Open the prior auth renewal worklist Google Sheet
- Append today's expiring PAs sorted by days remaining (most urgent first)
- Mark any PAs submitted for renewal already as in-progress
Done when The Google Sheet has a current, sorted PA renewal worklist.
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3
Gmail - draft renewal reminder for urgent PAs
gmail.com
WebRun opens Gmail to draft renewal reminder for urgent PAs. - For each PA expiring within 7 days, draft a renewal reminder email to the billing team
- Include the payer name, PA number, resident identifier (no full name in subject), medication, and expiration date
- Leave every email as a draft in Gmail for the billing team to review and send. Do not send automatically
Done when A draft renewal reminder exists in Gmail for every PA expiring within 7 days.
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 renewal reminder emails automatically?
No. All Gmail reminders are saved as drafts for your billing team to review before sending. No external email goes out automatically because PA renewal communications may contain protected health information that requires human approval before transmission.
How far out does it look for expiring PAs?
It scans 30 days ahead so your team has time to prepare. Items expiring within 7 days are flagged as urgent and get draft emails queued. Items between 8 and 30 days appear in the Google Sheet worklist for planning.
What happens if a PA is already renewed in the system?
It reads the current PA record in FrameworkLTC each morning, so authorizations already renewed with a new expiration date drop off the worklist automatically.
Related templates
Put this on autopilot.
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