Entering Authorizations (Self-Billing Version)

1. Navigate to the authorizations section of the client's profile then select the 'Add New Authorization' button for the correct Funder and Service Line.

2. Select the answer to the question “Authorization received?”

• By default when adding an Authorization our system will consider an "Authorization as Received" which is defined as "Yes"

• If you are waiting to receive an authorization but need to schedule appointments you can mark as "Pending"

  • Authorizations marked as 'pending' allow scheduling to occur against the auth, but the appointments on the scheduler will display in Orange to indicate the pending status. 

  • Appointments completed with a pending auth will also show on the Billing report with this Pending status in the Validation column:

  • Once the client's authorization is updated to 'yes' for received, then all of the appointments will update to green in color on the scheduler and there will no longer be the validation warning in the Billing Export.

• If your funder does not require an authorization; you can mark it as "Not Needed"

  • Important to list “Not Needed” in the Authorization # section (listing “N/A” or a fake number can cause problems syncing claims into Kareo).

  • Tip: Although a funder may not require an authorization, it is important you have a way to still set your scheduling goals based on the number of hours your program needs. 

3. Enter Authorization Details:

• Rendering Provider: Depending on your funder requirements you have the option to choose: Agency, Provider Assigned to Appointment or a Specific Provider

• Add Service Name from drop-down options.

  • Add multiple services to the same authorization by clicking "Add Service" to add individually, or "Add All Services" to add all service names under this client's funder.  

• Choose “Distribute Units by: Service” in most cases.

• The scheduling goal allows you to target a specific intensity of service that is different from what has been authorized. For example, if the family does not accept all of the authorized hours. 

IMPORTANT: The Funder, Service Line and Diagnosis will auto populate. If you do not see the Diagnosis then you will need to go back into the client profile and enter one.

TIP: If you do not need to restrict users by a daily, weekly or monthly frequency, Enter Auth# Units with a  "Total" Frequency.

You can always modify the Scheduling goal to reflect a daily, weekly and or monthly frequency if you want to provide a program level goal for scheduling hours.

• If you don't see the service name you are looking for in the drop-down menu, this means that the service has not been added to that funder's profile. Add the service to the funder profile in the company account set-up page and you will then be able to add it to an authorization

• If you have a bulk authorization then you can select “by authorization”, add your services, and add scheduling goal units.

4. Uploading, Viewing, and Deleting Authorizations:

• Click on the “upload” button then select the files from your computer to upload an authorization.

• Select the X to delete an authorization.

• Select “View” to view the authorization.

Please note:  When viewing the authorization details from the client authorization home page the system displays the amount in "hours".

• However the system is still calculating the units and displays units in the billing reports. 

Please be careful when deleting any authorization. 

• You will be unable to delete an authorization if there are any appointments connected to it.