Entering Authorizations

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 

• Client must have a funder with service line added
• For insurance type funders, a diagnosis is also required.

   3. Enter Authorization Details:

• Distribute by Service (most common) or by Authorization (similar to a 'bucket' auth of shared units across multiple services)
• Authorization #
• Start/End Date
• Rendering Provider
• Add Service or Add All Services

If distributed by Service then also:

• Number of Units
• Frequency
• Scheduling Goal
• Frequency

• Referring provider is an optional field that can be added to the authorization if you funder requires this on claims, and if you have first added the Referring Provider to the client's Referring Provider Page

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.

• Rendering Provider: Depending on your funder requirements you have the option to choose: Agency, Provider Assigned to Appointment or a Specific Provider. In order for providers to appear as options in this drop down, their NPI # needs to be added to their staff member profile.

• 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.  

  • If you don't see the service name you are looking for in the drop-down menu, this means EITHER:

    • that the service has not been added to that funder on the Company Account>Funder page. 

    • OR that the service is set up on the Company Account>Funder page as no authorization is required.  

• 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. 

3.a Received a lump sum Authorization that does not specify hours by Service?

You may want to  "Distribute Units by Authorization" then you can add your services and add scheduling goal units.

Tip: If you want to have more control over your staff scheduling more hours than they should then you may want to 

• Distribute Units By Service and enter in the Authorized Units. 

** If you choose to 'distribute by service', our system will not allow users to schedule more than is authorized as long as you have set the Exceed Authorized Hours Scheduling Rule in your company set up to "Do Not Allow"

*Distribute units by authorization does not currently trigger the Exceeding auth rules in Rethink nor does it trigger scheduling warnings for exceeding the scheduling goal.  

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. 

• Currently, only one file can be uploaded to the authorization.

• You will not see an option to delete if there are existing appointments scheduled against the authorization.  You would need to first delete or edit the appointments to a different authorization before the delete option will appear on the authorization.