Route new client referrals to intake without delay
Every hour, WebRun opens WellSky, checks for new unassigned referrals, reads the referral details including payer type, service needed, and geography, logs the referral in a Google Sheet, assigns it to the right intake coordinator, and posts an internal Slack notification so the team responds within the hour.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically route new home care referrals to the right intake coordinator?
Every hour, WebRun checks WellSky for new unassigned client referrals, reads the payer type, service needed, and geography for each, logs them in a Google Sheet, applies your assignment rules, and posts a Slack notification to the right intake coordinator so every referral gets a same-hour response.
- Every new referral reaches a coordinator within the hour it arrives
- No referral sits unassigned overnight in WellSky
- A full intake log with assignment history is maintained automatically in Google Sheets
Built for home care agencies · home health agencies · intake coordinators · admissions 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
login.wellsky.comin a real browser with your saved login - no setup, no API keys. -
1
WellSky - read new unassigned referrals
wellsky.com How to Automate WellSky
WebRun opens WellSky to read new unassigned referrals. - Open WellSky and navigate to the referral queue
- Identify new referrals that have not yet been assigned to an intake coordinator
- Read each referral's key details: payer type, service requested, geographic area, and urgency level
- Skip referrals already assigned or marked as declined
Done when Every new unassigned referral is captured with full intake details.
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2
Google Sheets - log referral and assign coordinator
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log referral and assign coordinator. - Open the intake tracking Google Sheet
- Add a row for each new referral with the date received, payer, service type, and geographic area
- Apply coordinator assignment logic based on territory and current caseload
- Set status to Assigned and record the assigned coordinator's name
Done when Every new referral is logged and assigned in the intake tracker.
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3
Slack - notify coordinator of new intake
slack.com How to Automate Slack
WebRun opens Slack to notify coordinator of new intake. - Post an internal Slack notification to the intake channel for each new referral
- Address the message to the assigned coordinator by name
- Include the payer type, service needed, and the link to the WellSky referral record
- Flag any referral marked urgent in WellSky with a priority indicator
Done when The assigned coordinator has a Slack notification with the referral summary.
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 contact the referring physician or client family directly?
No. WebRun only posts internal Slack notifications and updates the intake tracking sheet. All external communication with referral sources or families is handled by your intake coordinators.
How does it decide which coordinator to assign?
Assignment logic is based on geography and current caseload as configured when you set up the workflow. You can define territory rules and capacity limits so WebRun routes each referral to the right person automatically.
What if no coordinator is available?
If all coordinators are at capacity, WebRun flags the referral as Unassigned Pending in the sheet and alerts the intake manager in Slack so a human can decide the best next step.
Related templates
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