Managing Prior Authorizations (Client Chart, Reporting, Claim Center)
Managing Prior Authorizations in the Client Chart
Prior Authorization Report
Reviewing Prior Authorizations from the Claim Center
Overview
Prior authorizations help ensure that services are approved by a client’s insurance before they are provided. Your practice can now add, track, and manage prior authorizations directly within the client chart, making it easier to stay compliant and avoid denied claims.
Where Prior Authorizations Appear
Prior authorizations are located in the Claim Center section of the client chart. Each authorization is tied to a specific insurance plan and includes key details such as:
Authorization number
Start and end dates
Allowed units or visits
Service codes covered
Specific Provider(s)
Remaining units or visits
This gives your team a clear, centralized view of all active and expired authorizations.
How to Add a Prior Authorization
Open the Client Chart.
Navigate to the Claim Center tab.
Choose the tab called Prior Authorization.
Enter the authorization details, including dates, units, and applicable service codes.
Save your changes.
Tracking Authorization Usage
As sessions are billed, the system automatically deducts units or visits from the authorization (when applicable). Users can view:
Total authorized units/visits
Units/visits used
Remaining balance
Authorization expiration date
This helps prevent over‑utilization and reduces the risk of claim denials.
Prior Authorization Report Overview
The Prior Authorization Report gives your practice a centralized view of all active, expiring, and expired prior authorizations across your client base. This report helps billing teams, administrators, and clinicians stay ahead of authorization requirements, prevent denials, and ensure services are delivered within approved limits.
What the Report Shows
The report displays key details for each authorization, including:
Client name
Insurance plan
Authorization number
Start and end dates
Total authorized units or visits
Units or visits used
This makes it easy to identify which authorizations need attention.
How to Access the Report
Go to Reports.
Select Prior Authorizations from the list.
Select Run Report.
The report updates automatically based on your selections.
Using the Report to Manage Workflows
The Prior Authorization Report helps your team:
Identify authorizations that are close to expiring
Track clients who are running out of units or visits
Follow up with payers or clients before services fall outside authorization limits
Support billing accuracy and reduce claim denials
Plan scheduling and service delivery based on remaining authorized units
Where Prior Authorizations Appear in the Claim Center
When navigate to the Claim Center, you’ll see a Prior Authorization tab that displays:
Authorization code
Effective start and end dates
Approved units or visits
Remaining units (if tracked)
This information helps you quickly confirm whether the service lines on the claim fall within the approved authorization.