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Insurance Authorization Status Overview

Track and update a patient’s insurance authorization status within a referral to support internal visibility and keep partners informed when information is available.

Using the Insurance Authorization Status Dropdown

The Insurance Authorization Status dropdown allows you to communicate the status of a patient’s insurance authorization when responding to referrals. This feature is primarily intended for internal tracking and for sharing updates when information is available.

What Is the Insurance Authorization Status?

This field indicates whether a patient’s insurance has been reviewed and approved for services. Keeping this updated helps improve visibility and coordination across teams.

Important:

  • This feature is mainly used for tracking purposes within your organization

  • You should update it when information is available, but it is not always required at the time of response

Special Consideration for Health Plan Referrals

If the referral is coming from a health plan, be aware:

  • Referrals may be sent before services are initiated

  • Insurance authorization may not be finalized at the time of referral

  • Approval often occurs after the referral has been awarded/confirmed

In these cases, you can proceed with the referral workflow and update the authorization status as more information becomes available.

How to Update Insurance Authorization Status

When Responding to a New Referral

  1. Click the arrow icon next to the patient’s name

  2. The referral request pane will open

  3. Select Accept Patient: Yes or No

  4. Under Insurance Authorization Status, choose the most appropriate option from the dropdown

  5. Add any relevant notes for the referring organization

  6. Click Submit

From the Incoming Dashboard

  1. Navigate to the Incoming tab

  2. Locate the referral

  3. Click the dropdown under Insurance Authorization

  4. Select the most appropriate status

Best Practice

  • Select “Approved” only once the patient’s insurance has been fully authorized

  • Update the status as new information becomes available

  • Use notes to provide additional context when needed

Why This Matters

Maintaining an accurate Insurance Authorization Status helps:

  • Improve internal visibility and tracking

  • Keep referral partners informed when applicable

  • Support a smoother and more transparent referral process