Overview   

The Managed Care Authorizations module in ICANotes+ helps users efficiently track and handle managed care authorizations. This feature ensures that services provided to clients are covered by their insurance, reducing billing errors. Authorizations are utilized when creating clinical notes, ensuring that visits or services are properly tracked against available authorizations.

Step 1: Accessing the Authorization Module   

To access the managed care authorizations:

1. Navigate to client's chart.
2. Click the Account button from the top bar.
3. Expand the Managed Care Authorizations panel.

Step 2: Configuring Authorization Fields and Descriptions   

To configure authorization fields and descriptions:

1. Within the Managed Care Authorizations panel, click Add.
2. For the already added authorizations, click Edit.

• Auto Fill Authorization: Select this checkbox to automatically apply the matching authorization when a service code is selected in the note. While selecting a service code is optional, it is required if you want the authorization to be auto-filled. 
  
• Authorization Number: Enter the unique identifier for the authorization provided by the insurance company.
  
• Enabled: Select this checkbox to activate the authorization. Only enabled authorizations will be available for selection when creating notes.
  
• Issued Date: Select the date the authorization was issued.
  
• Expiration Date: Specify the date when the authorization expires. Once expired, a new authorization will be required for continued services.
  
• Authorized Quantity: Enter the total number of visits or units approved under this authorization.
  
• Used Quantity: Displays the number of visits or units already utilized.
  
• Remaining Quantity: Automatically calculated based on the authorized and used quantities, showing the remaining number of visits or units.
  
• Auth Type/Encounter: Defines how the authorization is applied:
  
  • Unit – Authorization is tracked based on the number of units used.
    
  • Encounter – Authorization is tracked per visit or session.
    
• Insurance: Select the insurance provider associated with this authorization.
  
• Service Code: (Optional) Select the billing service code that corresponds to the authorized service. This field is optional. If no service code is selected, the authorization will be available for any service code when creating a note. 
  
• Modifiers: (Optional) Select any applicable modifiers to clarify billing requirements.
  
• Notes: Enter any additional information related to the authorization.

Once the authorization details are entered, click Add Authorization.

Step 3: Utilization of Authorizations in Clinical Notes    

Here’s how authorizations are applied within clinical notes: 

• When entering a service code in the note, the corresponding authorizations will be displayed in the dropdown.
  • If the 'Auto Fill Authorization' checkbox is enabled in the configuration, the system will automatically select the matching authorization.
  • If the 'Auto Fill Authorization' checkbox is not enabled, you must manually choose the appropriate authorization from the dropdown.
• The system deducts sessions from the remaining authorized quantity based on the selected Auth Type (Unit/Encounter).
  
  

Steps to Use Authorizations in Clinical Notes: 

1. Navigate to the client's chart.
2. Create a new note.
3. Go to the Service Codes section.
4. Select a service code from the dropdown.
5. The relevant authorizations will be displayed in the dropdown.

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FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.

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Need additional assistance?

Phone: 443-203-5857 

Text: 866-301-0085

Email: ticket@icanotes.com

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Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.