Search for Authorizations (BETA)

Use Authorization Search to catch missing or invalid authorizations before they turn into denied claims. Also, allowing you to quickly answer questions like “which authorizations are expiring this month?” or “does this scheduled appointment already have an authorization on file?”

The screen has three tabs, each built around a specific use case:

• Authorizations — Search your full authorization list by reason, status, payer, provider, procedure, diagnosis, or date range. Use this to audit existing authorizations, track down a specific one, or find any that are running low on approved visits or dollar amount.
• Appointments — Find scheduled appointments whose insurance doesn't have a valid authorization yet. A red/yellow/green indicator flags each appointment's Primary, Secondary, and Tertiary insurance at a glance, so you can work the list before the patient's visit instead of after a claim gets rejected.
• Claims — Same idea, but for claims: instantly spot which submitted claims are missing an authorization or have an invalid one, so you can fix it before the payer denies the claim.

Where to find it: Open the Authorization Search screen from the Authorizations window in the Billing portal. For an overview of the whole workflow, see Authorizations (BETA).

Authorizations tab

Search parameters:

• Reason — text search for the authorization reason.
• Status, Tracking, Type — multiselect; leave blank to include all.
• Created By — multiselect for who created the authorization; leave blank to include all.
• Payer, Rendering, Referring — multiselect; leave blank to include all.
• Creation Date Range — date range for when the authorization was created.
• Authorization Date, Effective Start Date, Effective End Date — date ranges.
• Visits/Amounts — filter to authorizations with less than X visits, units, or dollar amount left.
• Chart — patient chart number to filter for a specific patient.
• Rows — maximum number of results displayed.
• Procedure, Diagnosis — multiselect; leave blank to include all.

Results columns: Chart #, Patient, Status, Reason, Auth. No. (prefixed A or R based on Type), Referred To, Payer, Coverage, Start, End, and an Action column with View Authorization.

Appointments Missing/Invalid tab

Search parameters:

• Start Date, End Date — appointment date range.
• Chart — patient chart number to filter for a specific patient.
• Rows — maximum number of results displayed.
• Appointment Status — multiselect; leave blank to include all.
• Scheduled With — multiselect resources; leave blank to include all.
• Scheduled At — multiselect locations; leave blank to include all.

Results columns: Chart #, Patient, Appt. Status, Scheduled, Appt. Type, Location, Appt. Date, and a Primary / Secondary / Tertiary indicator for each insurance:

•  — authorization missing.
• ⚠️ — authorization invalid.
•  — authorization valid.

Click on the Link Action to open the Authorization Assign screen for that appointment. See Assign an Authorization to an Appointment or Claim.

Claims Missing/Invalid tab

Search parameters:

• Start Date, End Date — claim date of service.
• Chart — patient chart number to filter for a specific patient.
• Rows — maximum number of results displayed.
• Rendering — multiselect providers; leave blank to include all.
• Service Location — multiselect; leave blank to include all.

Results columns: Chart #, Patient, Claim, Rendering, Location, Service Date, and the same Primary / Secondary / Tertiary indicators used on the Appointments tab.

Click on the Link Action to open the Authorization Assign screen for that claim or click the View Details Action to open the Claim Entry screen for that claim.