Flag expiring prior authorizations before studies go uncompensated
Every morning, WebRun opens RamSoft PowerServer, reviews upcoming scheduled studies that have a prior authorization on file, identifies any authorization expiring within 7 days, logs the at-risk studies in a Google Sheet, and posts a renew-before-it-lapses action list to the scheduling team's Slack channel.
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How do I automatically track expiring prior authorizations for scheduled radiology studies in RamSoft?
WebRun opens RamSoft PowerServer every morning and finds every scheduled study whose prior authorization expires within 7 days. It logs the at-risk studies in a Google Sheet ranked by urgency and posts a renewal action list to the scheduling team in Slack, so no scan goes ahead on a lapsed authorization and no claim comes back as a denial.
- Expiring prior authorizations surface 7 days before the study date, not the morning of
- No covered scan goes ahead on a lapsed authorization and creates an uncompensated claim
- The tracker sheet gives the billing team an audit trail for every authorization renewal
Built for radiology scheduling teams · imaging center authorization coordinators · teleradiology group billing staff · hospital radiology schedulers
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
www.ramsoft.comin a real browser with your saved login - no setup, no API keys. -
1
RamSoft - find scheduled studies with expiring prior auths
ramsoft.com How to Automate RamSoft
WebRun opens RamSoft to find scheduled studies with expiring prior auths. - Open RamSoft PowerServer and navigate to scheduled or upcoming appointments
- Filter for studies that have a prior authorization recorded and whose auth expiry date falls within 7 days
- Capture the study date, modality, payer, authorization number, and expiry date for each at-risk study
- Also flag any scheduled study that has no prior authorization recorded and requires one per payer rules
Done when Every scheduled study with an expiring or missing prior authorization is identified with its details.
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2
Google Sheets - log at-risk authorization tracker
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log at-risk authorization tracker. - Append each at-risk study to the prior-auth tracker sheet with payer, auth number, expiry date, and days remaining
- Mark studies expiring within 2 days as critical and those expiring in 3 to 7 days as high priority
- Update the status column once the scheduling team confirms a renewed auth number
Done when The tracker sheet lists every at-risk authorization with urgency tiers and status for follow-up.
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3
Slack - post renewal action list
slack.com How to Automate Slack
WebRun opens Slack to post renewal action list. - Post the daily prior-auth action list to the scheduling team's Slack channel
- Lead with critical items expiring in 2 days or fewer, including the study date and payer name
- Include a link to the Google Sheet for the full authorization detail
Done when The scheduling team has this morning's expiring-auth list in Slack ranked by urgency.
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 contact the payer or patient to renew the authorization automatically?
No. WebRun surfaces the list of expiring authorizations for your scheduling team to act on. All payer calls and patient communications are handled by your staff, keeping those interactions under human control.
How does it know which studies require prior authorization?
WebRun checks the eligibility and prior-authorization data recorded in RamSoft for each scheduled study. You can also configure a list of payers and modalities that always require auth, and WebRun will flag missing authorizations for those as well.
What if a renewed authorization number comes in during the day?
Your scheduling team updates the status column in the Google Sheet when the new auth is confirmed. The next morning's run reads that updated status and removes resolved items from the Slack action list automatically.
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