Authorizations - Create, Approve, Reject, View, or Edit
Description: In this topic, the user will learn how to create (add a new) an authorization, approve or reject the pending authorization, and edit, view, or reject an authorization. An authorization is an entry that represents an allotment of dollars or units from a funding source to provide a service to a client. An authorization is for one service code and one client.
Role Required: Super User, Billing Team, Authorization, Case Worker with Enable Authorization Management setting enabled
Permission Required: Authorization Admin
Create (Add New) Authorization
Log in to profile
Select Authorization from the main menu
Select Pending Authorizations from the submenu
Click Actions
Select Add New Authorization from the drop-down menu
Complete the Add New Authorization form wizard
Client Name (required)
Account Type (required): Select the account type associated with the appropriate service code
Funding Source: The system auto-populates this field based on the client’s name
Service Code: Select from the drop-down
Vendor (required for Account Type Vendor when the Allow Vendor Authorizations setting is enabled on the service code): Type and select vendor name
Funding Type: The system auto-populates this field based on the account type
Cost Center: The system auto-populates this field based on the client’s name
**Authorization ID Reference (optional)
**Authorization ID Reference 1-5 (optional)
Date (required): Enter the start and end date during which time the service can be provided under this authorization
Expiration Date (required): Enter the date the authorization expires, and a new authorization must be obtained to continue providing this service.
Eligibility Code (optional): Code that denotes the client’s eligibility for this service
Billing Unit: The system auto-populates this field based on the account type
Initial Balance (required): The total units of service that can be provided under this authorization
Monthly Max (required): The maximum units of service that can be provided per month
Weekly Max (required): The total units of service that can be provided per week
Daily Max (required): The total units of service that can be provided per day
Billing Rate (required): The rate per unit of service authorized to bill for as determined by the funding source
Max Daily Billable Units (optional): If completed, billing will switch to daily (at the rate established on the associated service code) after the indicated units of service have been exceeded.
Non billable (optional): Check box if funding source will not be billed for this service
Hide Initial Balance (optional): Check box if initial balance should not display on reports or widgets
Billing Hold: Yes or no options, defaults to no.
Additional budget fields (FI only - optional): For reporting purposes
Click Save and Yes to confirm
Approve or Reject a Pending Authorization
The authorization must be approved before it can be used.
Log in to profile
Select Authorization from the main menu
Select Pending Authorizations from the submenu
View the pending authorization results or use the filters to refine then click Search
Click A to approve the authorization or the red R to reject
Click Yes to confirm
Edit, View, or Reject an Authorization
Log in to profile
Select Authorization from the main menu
Select Authorizations from the submenu
Use the filters to refine and click Search
Click anywhere in the authorization row to open the authorization detail page
Click Actions
Select Edit Authorization from the drop-down menu
Update or edit the form wizard as needed
To reject an authorization that has a balance (does not have a zero balance):
Select Reject Authorization from the drop-down menu
A red error message will populate if the authorization has punch entries entered against it and the system will not allow the rejection
Click Yes to confirm
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