Automated Telehealth Staff Credential Expiry Tracking
Every Monday, WebRun opens the Staff Credential Tracker in Google Sheets, finds any license, DEA registration, or certification expiring within 60 days, cross-checks which providers are active in Doxy.me, and posts a renewal worklist to Slack. For urgent expirations under 14 days, it also drafts a Gmail reminder for HR.
How do I automatically track staff credential and license expiry dates for a telehealth team?
Every Monday, WebRun scans your Staff Credential Tracker in Google Sheets for licenses and certifications expiring within 60 days, checks Doxy.me to prioritize active providers, posts a renewal worklist to Slack, and drafts Gmail reminders for HR to send to any provider with a credential expiring within 14 days.
- Expiring credentials are flagged 60 days out, not the week they lapse
- Active providers with upcoming visits are prioritized over inactive staff
- HR receives urgent draft reminders for any credential within 14 days of expiry
Built for telehealth HR teams · virtual care clinic administrators · multi-state telehealth practices · compliance officers
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 credentials for upcoming expiry
google.com
WebRun opens Google Sheets to scan credentials for upcoming expiry. - Open the Staff Credential Tracker and filter for credentials expiring within 60 days
- Capture provider name, credential type, expiry date, and licensing body
- Flag any credential expiring within 14 days as urgent
Done when Every credential expiring within 60 days is listed with provider and renewal details.
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2
Doxy.me - confirm which providers are actively seeing patients
doxy.me
WebRun opens Doxy.me to confirm which providers are actively seeing patients. - Open Doxy.me and confirm which providers on the expiry list are currently active
- Prioritize credentials belonging to providers with upcoming scheduled visits
- Note any provider who would be unable to see patients if a credential lapses
Done when Active providers with expiring credentials are flagged as highest priority.
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3
Slack - post renewal worklist to HR team
slack.com
WebRun opens Slack to post renewal worklist to HR team. - Post the renewal worklist to the HR Slack channel, sorted by expiry date
- Show credential type, provider name, expiry date, and active-patient status
- Highlight urgent items (under 14 days) at the top of the list
Done when HR team has this week's credential renewal worklist in Slack.
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4
Gmail - draft urgent reminder for credentials under 14 days
gmail.com
WebRun opens Gmail to draft urgent reminder for credentials under 14 days. - Draft a credential renewal reminder email for any provider with an urgent expiry under 14 days
- Include credential type, expiry date, licensing body link, and steps to renew
- Save each draft for HR to review before sending to the provider
Done when Gmail drafts exist for every provider with a credential expiring within 14 days.
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 email providers about their expiring credentials automatically?
No. For urgent expirations, WebRun drafts a Gmail reminder for HR to review and send. No message goes directly to a provider without HR approval.
Which credential types does it track?
It tracks whatever credential types are recorded in your Google Sheets log, including state medical licenses, DEA registrations, board certifications, CPR cards, and malpractice insurance renewal dates.
How does it decide which credentials are most urgent?
It flags any credential expiring within 14 days as urgent and cross-checks Doxy.me to prioritize providers who have scheduled patient visits. A provider with upcoming visits gets the highest priority.
Related templates
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