Automated NEMT Recurring Authorization Expiry Tracking
Every Monday, WebRun opens Tobi, reads the authorization expiry date for every recurring rider, flags authorizations expiring within 30 days or already lapsed, logs the expiry status in Google Sheets, posts an internal alert to the coordinator Slack channel, and drafts a courtesy SMS for each affected rider to queue for staff review.
How do I automatically track and alert on expiring NEMT trip authorizations?
WebRun opens Tobi every Monday, reads the authorization expiry date for every recurring rider, and flags anyone within 30 days of lapsing or already expired. It updates the tracking sheet in Google Sheets, posts a ranked internal alert to Slack for coordinators, and drafts a courtesy SMS per affected rider via Twilio, held for staff review before any message is sent.
- Authorization lapses are caught weeks before a rider's trip is denied
- Coordinators see all at-risk riders ranked by urgency every Monday
- Rider notifications are held for staff review so no sensitive communication goes out without approval
Built for NEMT coordinators · paratransit billing teams · medical transport compliance managers
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
app.tobi.ioin a real browser with your saved login - no setup, no API keys. -
1
Tobi - read authorization expiry dates for recurring riders
tobi.io
WebRun opens Tobi to read authorization expiry dates for recurring riders. - Open Tobi and navigate to the recurring rider or authorization management section
- Read the current authorization expiry date for each active recurring rider
- Flag authorizations expiring within 30 days
- Flag authorizations already expired
Done when All recurring riders with authorizations expiring within 30 days or already lapsed are listed.
-
2
Google Sheets - log expiry status and flag gaps
google.com
WebRun opens Google Sheets to log expiry status and flag gaps. - Open the authorization tracking Google Sheet
- Update the expiry date and status for each flagged rider
- Mark expired authorizations in red and those expiring within 30 days in amber
- Log the renewal follow-up status for each
Done when The authorization tracking sheet reflects current expiry status for all recurring riders.
-
3
Slack - post internal expiry alert to coordinators
slack.com
WebRun opens Slack to post internal expiry alert to coordinators. - Post an internal expiry alert to the coordinator Slack channel listing expired and expiring authorizations by rider and days remaining
- Prioritize already-expired authorizations at the top
- Link to the authorization tracking Google Sheet
- Prompt coordinators to initiate renewals with brokers
Done when Coordinators have a Slack alert with every at-risk authorization ranked by urgency and a link to the tracking sheet.
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4
Twilio - draft courtesy SMS per affected rider
twilio.com
WebRun opens Twilio to draft courtesy SMS per affected rider. - Draft a brief courtesy SMS for each affected rider indicating that their transport authorization needs renewal and providing the coordinator contact number
- Do not include protected health information in the draft text
- Do not send. Hold every draft for coordinator review
Done when One held courtesy SMS draft exists for every affected rider, unsent pending coordinator approval.
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 message riders about their authorization without staff approval?
No. Every rider-facing SMS draft is held in Slack for coordinator review. No message reaches a rider until a coordinator explicitly releases it.
Does it contact the broker to renew the authorization?
No. WebRun flags which authorizations need renewal and alerts coordinators in Slack. The coordinator initiates the renewal with the broker directly.
What if the authorization was already renewed in the broker portal?
WebRun reads the current expiry date in Tobi each run. If the record has been updated to reflect the renewal, the rider will not appear in the flagged list.
Related templates
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