Eligibility Verification & Prior Authorization Tracker
A done-for-you healthcare automation built for the Medical Billing Specialist, connecting Slack, Airtable, and Google Sheets so the work below happens on its own.
What this automation does, step by step
For every appointment scheduled more than 48 hours out, this automation automatically verifies the patient's insurance eligibility and pulls their current deductible and copay information, flagging any coverage discrepancies before the patient arrives.
Procedures that require prior authorization are identified from the appointment type, a pre-auth request is initiated automatically, and the status is tracked daily until approved, ensuring no one discovers a missing auth after a procedure has already been performed, which is when it becomes a write-off instead of a payment.
- Clearinghouse with eligibility API (e.g., Availity or Change Healthcare)
- Practice management software
- Zapier or Make.com
- Google Sheets or Airtable (pre-auth tracker)
- Slack or email (eligibility flag alerts)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Manually, a medical billing specialist is stuck doing repetitive follow-ups and data entry that could otherwise run quietly in the background. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Expiration and renewal alerts on a 90, 60, and 30 day countdown
- Signature and document chasers that escalate on their own
- Deadline tracking for filings, permits, and inspections
- An automatic audit trail of every notice sent
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