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Authorizations

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Updated: 01/16/2026 | Views: 11541

The Authorizations tab of a patient's case is used to add authorization information from the insurance company that documents approval for services rendered to the patient. Once the authorization is added, associate it to the patient's encounter to track the number of visits used.

You always begin with navigating to the Cases tab (of the Patient record) before adding, editing or removing an authorization related to a patient's case.

Add Authorization to Case

  1. Navigate to Cases then double click the case to open (or add a new case). The Edit Case (or New Case) window opens.
  2. Select the Authorizations tab. The authorizations list displays.
  3. Click Add. The New Authorization window opens.
 Desktop App (PM) Edit Case window with the Authorizations tab selected and highlighting the Add button.
  1. Enter the authorization information.
    • Policy: Click to select the policy from the drop-down menu.
    • Auth #: The authorization number provided by the insurance company for reference.
    • # of Visits: The total number of visits authorized by the insurance company. If the visits are unlimited, enter a high amount.
    • Effective Start and End dates: If applicable, the date range for the authorization period.
    • Authorization Contact: The authorization contact's full name and phone number.
    • Notes: If applicable, notes related to the authorization.
  2. Click Save at the bottom of each relevant window until it is no longer available.

Once saved, the authorization can be entered in the Prior Authorization field of the patient's encounter(s) to track the number of visits used.

 Desktop App (PM) New Authorization window highlighting the authorization information to be entered and the Save button when finished.

Edit Authorization

  1. Navigate to Cases then double click the case to open. The Edit Case window opens.
  2. Select the Authorizations tab. The authorizations list displays.
  3. Double click the authorization to open. The Edit Authorization window opens.
  4. Make the necessary changes.
  5. Click Save at the bottom of each relevant window until it is no longer available.
 Desktop App (PM) Edit Authorization window highlighting the authorization information to be edited and the Save button when finished.

Remove Authorization

  1. Navigate to Cases then double click the case to open. The Edit Case window opens.
  2. Select the Authorizations tab. The authorizations list displays.
  3. Click once to select the authorization to remove.
  4. Click Remove. The confirmation pop-up appears.
  5. Click Yes to confirm the removal. The authorization is deleted from the case.
  6. Click Save at the bottom of each relevant window until it is no longer available.
 Desktop App (PM) Edit Case window, Authorizations tab with an authorization selected and highlighted Remove button, confirmation to remove pop-up, and Save button when finished.
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