Automated Telehealth Prior Auth Expiry Tracking
Every morning, WebRun opens your Prior Auth Tracker in Google Sheets, finds authorizations expiring within 14 days, cross-references upcoming Doxy.me visits that depend on them, and posts a prioritized renewal worklist to your billing Slack channel.
How do I track prior authorization expiry dates for telehealth visits?
Every morning, WebRun scans your Prior Auth Tracker in Google Sheets for authorizations expiring within 14 days, cross-references the upcoming Doxy.me appointment schedule to flag at-risk visits, and posts a prioritized renewal worklist to your billing Slack channel so renewals happen before any visit is denied.
- Expiring authorizations are flagged 14 days out, not the day a visit is denied
- At-risk appointments are cross-referenced before the patient ever joins the call
- Billing leads are pinged automatically for the most urgent renewals
Built for telehealth billing teams · virtual care practices · behavioral health billers · multi-payer clinics
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
docs.google.com/spreadsheetsin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - scan prior auth log for expiring auths
google.com
WebRun opens Google Sheets to scan prior auth log for expiring auths. - Open the Prior Authorization Tracker sheet
- Filter for rows where the expiry date is within the next 14 days
- Capture patient name, payer, auth number, service type, and expiry date for each
Done when Every auth expiring within 14 days is identified with full details.
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2
Doxy.me - match expiring auths to upcoming visits
doxy.me
WebRun opens Doxy.me to match expiring auths to upcoming visits. - Open Doxy.me and review the upcoming appointment schedule
- Match each expiring auth to any visit scheduled within the auth window
- Flag any visit booked after the auth expiry date as at-risk
Done when Each expiring auth is matched to the visits it covers and at-risk visits are flagged.
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3
Slack - post renewal worklist to billing team
slack.com
WebRun opens Slack to post renewal worklist to billing team. - Post a renewal worklist to the billing channel, ordered by expiry date
- Include patient name, payer, auth number, expiry date, and any at-risk visit dates
- Ping the billing lead for any auth expiring in fewer than 5 days
Done when Billing team has today's prior auth renewal worklist 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 file the renewal request with the payer automatically?
No. WebRun surfaces the expiring auths and posts a worklist to Slack for your billing team to action. Filing with payers requires human review and is never done automatically.
How far in advance does it flag expiring authorizations?
By default it flags any auth expiring within 14 days, with urgent pings for those expiring in fewer than 5 days. You can adjust the lookhead window to match your payer lead times.
What if an authorization has already been renewed in the sheet?
It reads the live expiry date in Google Sheets each morning, so any auth that has already been updated with a new date is skipped automatically.
Related templates
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