Automated PT Insurance Authorization Expiry Tracker
Every morning, WebRun opens Prompt EMR, reviews every active insurance authorization, flags those expiring in the next 7 days, drafts a renewal request letter for your biller to review, and posts a prioritized alert list to the front-desk Slack channel so nothing slips through.
How can I automatically track and renew expiring PT insurance authorizations?
Every morning, WebRun opens Prompt EMR, identifies every insurance authorization expiring within 7 days, and drafts a renewal request letter in Gmail for the billing team to review and submit. A prioritized Slack alert keeps front-desk and billing staff informed, so no PT visit is disrupted by a lapsed authorization.
- No authorization expires without advance notice and a drafted renewal request
- Billing staff start the day with a prioritized renewals list
- No renewal goes to a payer without staff review
Built for physical therapy billers · PT front-desk staff · outpatient PT clinic managers · physical therapy practices
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.promptemr.comin a real browser with your saved login - no setup, no API keys. -
1
Prompt EMR - identify authorizations expiring within 7 days
promptemr.com
WebRun opens Prompt EMR to identify authorizations expiring within 7 days. - Open Prompt EMR and navigate to the Authorization Tracking or Insurance section
- Filter for active authorizations expiring within the next 7 days
- Capture each patient name, payer, authorization number, expiry date, and visits remaining
- Skip authorizations already flagged as renewal-in-progress
Done when Every authorization expiring within 7 days is listed with its details.
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2
Gmail - draft renewal request letters for biller review
gmail.com
WebRun opens Gmail to draft renewal request letters for biller review. - For each expiring authorization, draft a renewal request to the payer addressed to the billing team for review
- Include the patient name, diagnosis, authorization number, expiry date, and the number of additional visits being requested
- Leave every draft unsent for the biller to review and submit - never send external communications automatically
- Label each draft with the payer name and expiry date for easy triage
Done when A Gmail draft renewal request exists for every expiring authorization, ready for biller review.
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3
Slack - alert front desk and billing team
slack.com
WebRun opens Slack to alert front desk and billing team. - Post a prioritized alert to the front-desk and billing Slack channel listing each expiring authorization
- Sort by days until expiry so the most urgent cases appear first
- Note the patient name, payer, and expiry date for each item
Done when Front-desk and billing staff have a prioritized authorization expiry alert 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
Will it submit renewal requests to payers automatically?
No. WebRun drafts every renewal request in Gmail and leaves it unsent for your biller to review before submitting. No external communication goes out without human sign-off.
How far in advance does it flag expiring authorizations?
It flags authorizations expiring within the next 7 days by default. You can adjust the look-ahead window to match your payer's typical turnaround time.
What about authorizations that are already being renewed?
It reads the live authorization status in Prompt EMR each run, so cases already marked as renewal-in-progress are skipped to avoid duplicate drafts.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.