Automated Provider Credentialing Expiry Tracker
Every Monday, WebRun checks the credentialing records in CollaborateMD for every provider, identifies DEA certificates, malpractice policies, medical licenses, and payer enrollments expiring in the next 90 days, updates the credentialing tracker in Google Sheets, and drafts renewal reminder emails for your team to review and send to the relevant provider or credentialing contact.
How do I automatically track and remind providers of credentialing expiry dates?
Every Monday, WebRun reviews every provider's credentialing record in CollaborateMD, flags DEA certificates, malpractice policies, medical licenses, and payer enrollments expiring within 90 days, and updates a color-coded Google Sheets tracker. It drafts renewal reminder emails for your credentialing team to review and approve before any message is sent to a provider.
- No credentialing expiry is missed with a rolling 90-day visibility window updated weekly
- Lapsed credentials are flagged immediately for urgent action
- Renewal reminders are reviewed by a human before reaching any provider
Built for medical billing companies · credentialing managers · RCM teams · physician practices with multiple providers
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
app.collaboratemd.comin a real browser with your saved login - no setup, no API keys. -
1
CollaborateMD - check credentialing expiry dates
collaboratemd.com
WebRun opens CollaborateMD to check credentialing expiry dates. - Open CollaborateMD and navigate to the provider credentialing section
- For each provider, capture DEA certificate expiry date, malpractice insurance expiry date, medical license expiry date, and any payer enrollment renewal dates
- Flag any credential expiring within 90 days as requiring action, and any expiring within 30 days as urgent
Done when Every provider's credentialing record has been reviewed and upcoming expiries are identified with their urgency level.
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2
Google Sheets - update credentialing tracker
google.com
WebRun opens Google Sheets to update credentialing tracker. - Update the credentialing tracker sheet with each provider's current expiry dates and days-to-expiry values
- Color-code rows: red for expiring within 30 days, yellow for expiring within 90 days, green for clear
- Sort the sheet by the soonest expiry date at the top
- Record any credentials that have already lapsed as overdue and flag them for immediate action
Done when The credentialing tracker is fully updated with current expiry status, color-coded and sorted by urgency.
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3
Gmail - draft renewal reminders for review
gmail.com
WebRun opens Gmail to draft renewal reminders for review. - For each credential expiring within 90 days, draft a renewal reminder email to the provider or relevant credentialing contact
- Include the credential type, current expiry date, and recommended renewal timeline in the draft body
- Save each draft without sending so the credentialing team can review and approve before the reminder is sent
- Do not send any provider communication without team review
Done when A Gmail draft renewal reminder exists for every expiring credential, ready for team review.
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 renewal reminders to providers without my review?
No. Every reminder is saved as a Gmail draft for your credentialing team to review and approve. No provider communication is sent automatically.
Which credential types does it track?
It tracks DEA certificates, malpractice insurance policies, medical licenses, and payer enrollment renewal dates as stored in CollaborateMD. You can configure which credential types to prioritize.
What happens if a credential already lapsed?
Lapsed credentials are flagged as overdue in the Google Sheets tracker with a distinct color and sorted to the top of the sheet so they get immediate attention from your team.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.