Automated Prior Authorization Tracker for Medical Billing
Every morning, WebRun opens Tebra, reviews all active prior authorizations, identifies any expiring within 14 days or with authorized units more than 80 percent consumed, updates the prior auth tracker in Google Sheets with a status for each, and posts a daily summary to Slack so your team renews or escalates before a lapse causes a denial.
How do I automatically track and flag prior authorization expirations and unit limits?
Every morning, WebRun opens Tebra, reviews all active prior authorizations, and flags any expiring within 14 days or with more than 80 percent of authorized units consumed. It updates a color-coded Google Sheets tracker sorted by urgency and posts a daily alert count to Slack so your team renews or escalates before a lapse causes a payer denial.
- Prior auth expirations are caught 14 days in advance, not the day a claim is denied
- Unit limits approaching 80 percent are surfaced before the threshold is breached
- The full prior auth status for every active patient is visible in one tracker every morning
Built for medical billing companies · RCM coordinators · billing managers · physician practices with high auth volume
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.tebra.comin a real browser with your saved login - no setup, no API keys. -
1
Tebra - review active prior authorizations
tebra.com
WebRun opens Tebra to review active prior authorizations. - Open Tebra and navigate to the prior authorization section for all active patients
- Capture auth number, patient name, payer, procedure or service, authorized units total, units used to date, effective date, and expiration date for each active auth
- Calculate days until expiration and percentage of authorized units consumed for each auth
- Flag auths expiring within 14 days as approaching expiry, and auths with over 80 percent of units consumed as approaching unit limit
Done when Every active prior authorization has been reviewed and flagged items are identified with their expiry date or unit consumption rate.
-
2
Google Sheets - update prior auth tracker
google.com
WebRun opens Google Sheets to update prior auth tracker. - Update the prior auth tracker sheet with current expiry dates, unit totals, units used, and percentage consumed for each auth
- Sort rows by days until expiration ascending so the most urgent auths appear first
- Color-code rows red for expiring within 7 days or over 90 percent units consumed, yellow for expiring within 14 days or over 80 percent consumed
- Mark any auth that has already expired as lapsed and note if any claims are at risk
Done when The prior auth tracker is fully updated, color-coded, and sorted by urgency.
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3
Slack - alert billing team to urgent items
slack.com
WebRun opens Slack to alert billing team to urgent items. - Post a daily summary to the billing channel showing the count of auths expiring this week, count approaching unit limit, and total patients affected
- Include a link to the Google Sheets prior auth tracker
Done when The billing team sees today's prior auth alert count and tracker link in Slack.
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
Does it submit prior authorization renewals to payers automatically?
No. WebRun tracks and flags upcoming expirations and unit limits so your team can take action. Auth renewal submissions require a human to review and submit through the payer portal.
How does it know when authorized units are running low?
It reads the total authorized units and units billed to date in Tebra, calculates the percentage consumed, and flags any auth that has used more than 80 percent of its approved units as approaching the limit.
What if an auth was renewed but Tebra is not yet updated?
It reads the live auth records in Tebra each morning, so renewed auths with updated expiry dates are reflected immediately and removed from the expiry alert list.
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Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.