Spot and draft outreach for individuals with care gaps in their service plan
Every Monday, WebRun opens Therap, finds individuals with ISP goals that have no progress note in the past 14 days or required services that were not delivered in the prior week, logs each gap to Google Sheets, and drafts a coordinator outreach for staff to review and send.
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- Under $0.01 per run
- Cancel anytime
How do I automatically identify and follow up on care gaps in IDD service plans?
WebRun opens Therap every Monday, finds individuals whose ISP goals have no progress note in the past 14 days or whose required services were not documented last week, logs each care gap to a Google Sheets tracker sorted by severity, and drafts coordinator outreach in Gmail for staff to review and approve before any message is sent.
- Care gaps identified within days, not discovered at the annual ISP review
- Coordinators get a weekly ranked gap list and ready-to-send drafts each Monday
- Individuals with widening gaps prioritized automatically at the top of the list
Built for IDD care coordinators · quality assurance staff · program directors · case 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
www.therapservices.netin a real browser with your saved login - no setup, no API keys. -
1
Therap - find individuals with goals lacking progress notes or missed services
therapservices.net How to Automate Therap
WebRun opens Therap to find individuals with goals lacking progress notes or missed services. - Open Therap and navigate to the ISP data and service note section
- Find individuals with active ISP goals that have no progress note recorded in the past 14 days
- Also flag individuals whose scheduled services were not documented as delivered in the past 7 days
- Capture the individual identifier, goal area, last note date, and assigned staff for each gap
Done when All individuals with a goal lacking a recent progress note or a missed service are listed with gap details.
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2
Google Sheets - log care gaps by individual and goal area
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log care gaps by individual and goal area. - Open the Care Gap Tracker sheet
- Log one row per care gap with individual identifier, goal area, type of gap, last note date, and assigned coordinator
- Sort by days since last note so the widest gaps appear at the top
Done when All current care gaps are logged in the tracker sorted by severity.
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3
Gmail - draft coordinator outreach for staff review
gmail.com How to Automate Gmail
WebRun opens Gmail to draft coordinator outreach for staff review. - Draft an outreach email to the assigned coordinator for each individual with a care gap
- Include the goal area and days since the last note without disclosing protected health details in the subject line
- Leave every draft unsent for staff review and approval - never send to individuals or families automatically
Done when One Gmail draft per coordinator with a care gap summary is ready for staff review and sending.
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 send outreach to the individual or their family automatically?
No. WebRun drafts outreach to the assigned care coordinator only. All communication to individuals, families, or guardians is reviewed and sent by a staff member. Nothing goes to an individual without human approval.
How does it define a care gap for ISP goals?
It flags any active ISP goal with no progress note recorded in the past 14 days as a care gap. The 14-day window matches common waiver documentation requirements, but can be adjusted to your agency's standards.
What if the gap was documented but on paper and not yet entered into Therap?
WebRun reads only what is recorded in Therap. If a staff member documented a note on paper but has not yet entered it in Therap, the gap will still appear until the Therap record is updated.
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